HomeMy WebLinkAboutMaking Electronic Documents Accessible Microsoft Excel Communicating ADA Section 508: Making Electronic
Sci Documents Accessible
series
August 2011
Microsoft Excel 2003 1191
Introduction
The Americans with Disabilities Act(ADA)and Section 508 of the Rehabilitation Act of 1973 state that the government's
electronic information must be accessible to people with disabilities. In this context,"accessible"means that the
document does not rely on a single sense or ability of the user,such as vision or hearing.
This document explains:
• Filling in document properties
• Adding Alternate(Alt)text
• Making web and e-mail address hyperlinks
• Creating a tagged PDF
Filling in Document Properties
Populating certain document properties(Title,Subject, Properties
Author,and Keywords)and setting the language are
required to make an electronic file 508 compliant.
General Summary fflatistics Contents Custom
Step 1. Choose FILE> PROPERTIES>Click on the
SUMMARY tab and fill in the required fields Title: IrADA Section 508; Making Electronic Document Ac
Step 2. To select a language,choose FILE> PROPERTIES> Subject; How to male a document 508 compliant Using E
Click on the CUSTOM tab 1
AUkhor: err
Step 3. Fill in the following fields:Name:select Language; _
Type:select Text;Value:type in English >
Select OK Keywords: F508 complianka Scientific Publications, Graphics&.
Author should always be"NCI,"but you may add more _
information,such as program name and/or laboratory. General Summary Statistics Contents Custom
Name: Language Add
Division ❑I
Writing Alt Text Document number I Delete
Alt text is a text equivalent of a non-text element.It 3 Editor .w
Forward to
should convey the meaning of an image or element to lGroup
the visually impaired.See the SPGM handout"Writing WOJ
Alternate(Alt)Text"for help with writing Alt text. Type; IText
Value; TEnglish ❑Link to content
Adding Alt Text
Find non-text elements and add Alt text to them.
Step 1. Select the image>Choose FORMAT> PICTURE>
Colors and Lines Size picture protection properki 1 € �
WEB tab> Fill in the Alternative Text box>
Select OK
Alternative text;O
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Microsoft Excel 2003
Creating Hyperlinks for URLs and
E-mail Addresses
A hyperlink connects users to web pages,documents,or I nse rt Hype r 1i nkCU
specific parts of a document.The most frequently used
hype rl i n ks are Uniform Resource Locators(URLs). URLs Link to: Text to display: k<Selectien in Document>>
are e-mail addresses and addresses of resources on the 2
Leek in:
web(for example,http://www.google.com or mailto: Existing File or Lao a
so-and-so @mail.nih.gov).Other types of hyperlinks in Web Page Current My Computer
y Network Places
electronic documents allow you to move to different parts _ Folder My Documents
of the text(text anchor),from page to page(document I document rues
page),and from one document to another.
r' Acronis True In Iayti:
O
Step 1. Choose INSERT> HYPERLINK Address;
Step 2. Type the URL,e-mail address,or choose a file ,a� 2 E-mail address:
Existing File or
from your computer>Select OK e
2 �
E-mail Address
Creating a Tagged PDF
You can also create a tagged PDF from an Excel document. , , Bookll
Tags are essential for PDF accessibility.They contain Alt e Edit View Insert Format Tools Data Window Help Adobe PDF 1 2
text for non-text elements in the PDF document and , I I I .9 , -I - � Z� I"
establish the order in which text is read aloud bye -
screen reader. ill Acrobat PDFMaker
Step 1. Choose ADOBE PDF in the toolbar> Select Settings 1 eurity
Change Conversion Settings> Under the PDFMaker Settings
SETTINGS tab,check the box next to"Enable Conversion Settings: High Quality Prink 21
Accessibility and Reflow with Tagged Adobe PDF" e PDF documents for quality printing
in the Application Settings section Application Settings _--
❑Attach source file
Step 2. Choose ADOBE PDF in the toolbar>Choose ❑,� Create Bookmarks
CONVERT TO PDF or use the ACROBAT PDFMAKER 0 Add Links
toolbar CE R Enable Accessibility and R eflow with tagged Adobe PD F
Note:Using the"Print to PDF"function in software applications will not create a tagged PDF.
Need help?
For further assistance with making your electronic documents accessible,please contact Scientific Publications,Graphics
&Media at 301-846-1055 or ncispgm @mail.nih.gov.
Data Management Services(DMS) provides a service to check electronic documents to make sure they meet the
requirements of 508 accessibility.The DMS 508 team can be contacted at 508 @css.ncifcrf.gov.
Scientific Publications,Graphics&Media
301-846-1055 Aor A= --
==
ncispgm @mail.nih.gov �� �� Frederick
http://ncifrederick.cancer.gov/spgm
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