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How to set document properties and language in Microsoft Word | Section 508 for Word

Microsoft Word Accessibility is crucial for creating inclusive content. In this guide, learn how to set document properties to achieve section 508 compliance.

The comprehensive list for Section 508 Compliance for Word documents

Video Overview:

Microsoft Word Accessibility: Setting Document Properties

Microsoft Word Accessibility is crucial for producing inclusive content. If you’ve been following our series, you know the commitment to making Word documents section 508 compliant. Today, we dive deeper into setting document properties, ensuring they align with the standards. Dont forget to download the checklist:

Download MS Word 508 Checklist:

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Steps to Adjust Properties for Accessibility

Accessing Document Properties: Start by selecting the “File” button. Next, choose “Info.” Dive into the properties menu and select “Advanced Properties.”

setting the advanced properties

This action pops up a window.

Setting the Title: For this guide, our title is “The Evolution and Impacts of Professional Wrestling.”

Designating the Subject: Think of the subject as a brief description. Here, it’s a timeline highlighting significant wrestling events.

Author and Keywords: Set the author to “Shawn Jordison, the Accessibility Guy.” Keywords help in document searchability. Add terms like “wrestling history” and “accessibility.”

Set doc properties


Document Language

Choosing Document Language: Set the document language via the search button. Opt for “Proofing Language,” then “Set Proofing Language.” While you can set the entire document’s language, Word also offers flexibility in adjusting individual sections, especially if you’re juggling multiple languages. Confirm “English (United States)” before proceeding.

set the proofing language

Microsoft Word Accessibility is more than just ticking boxes—it ensures content inclusivity. Ensure you set these properties right, enhancing content accessibility for everyone.

Remember, accessibility isn’t a one-time job. It’s a continuous commitment. With every document, take the time to ensure it’s accessible. A few moments can make a world of difference to someone.

For those who found value in our series, your support means everything. Engage with our content, share it, and spread the word on the importance of accessibility. And as always, hit that like and subscribe button.

For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!

OR – I can do all the work for you:

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File name is less than 30 chars | Section 508 for Word

Welcome to a guide where we demystify Word Compliance with the standards set by Section 508. When creating or handling Microsoft Word documents, it is imperative to ensure they are accessible to everyone, including those with disabilities. A critical part of this process involves naming your files correctly.

The comprehensive list for Section 508 Compliance for Word documents

Video overview:

This video will explore exactly how to name your files.

Overview

Files, especially those used in professional settings, are like the spine of a book. A spine tells you what’s inside without opening it. Similarly, a file name gives users an inkling of its content, ensuring a smooth user experience.

One of the foundational standards set by Section 508 is to ensure your file name is within 30 characters. This length ensures clarity while allowing the title to be descriptive enough. It is also vital that your titles do not contain any spaces or special characters.

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Let’s break this down with an example.

If you have a document titled “the evolution and impact of professional wrestling,” it might sound thorough and descriptive. However, this title does not meet Section 508 standards due to its spaces.

Understanding Word Compliance in Naming Documents So, how do you transition to a compliant name?

You can begin by pressing the F2 button on your keyboard in the file explorer, which allows you to rename your file. Your next step is to remove the spaces. But instead of bunching words together in a confusing jumble, use camel hump formatting. This involves capitalizing the first letter of each word, allowing the name to be readable and one continuous string. Using our previous example, the compliant name becomes “EvolutionAndImpactOfProfessionalWrestling.”

You might be curious about why the camel hump method is recommended. This practice ensures that your titles are both compliant and legible. Long titles become more digestible, allowing for quick understanding while still adhering to standards.

Once you’ve renamed your file, you’ve achieved the standard where the file name is under 30 characters and aptly encapsulates its content. The goal is simple: create a naming convention that is both descriptive and easily understandable.

For those eager to ensure all Microsoft Word documents meet Section 508 Compliance, consider accessing additional resources. A comprehensive checklist, for instance, can guide you through the nuances of Word Compliance, ensuring that all your documents are accessible to a wider audience.

Download MS Word 508 Checklist:

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As we wrap up, remember the essence of Word Compliance. It’s not just about adhering to guidelines. It’s about making content inclusive, ensuring that everyone, regardless of their abilities, can access the information they need. We urge you to take a moment to review your documents, make the necessary changes, and contribute to a more inclusive digital environment.

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Making College PDFs Accessible: Episode 01 | Ventura Community College

Today, we’re exploring a key aspect of digital inclusivity – PDF accessibility. While reviewing Ventura Community College’s PDF, we identified areas of improvement. Let’s dive in!

Video Guide

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In case you missed them, here are Episode 2, Episode 3 and Episode 4 in our Making Accessible PDFs: Community College Series.

Steps for Ensuring PDF Accessibility

  1. Check for Tags: A key step in a PDF review is checking for tags. In our Ventura College PDF review, no tags were available, highlighting the need for accessibility improvements.
  2. Using the Auto Tagger: This tool helps create a basic structure in PDFs. However, ensure you’re using the new auto tagger for optimal results.
  3. Correct Tag Placement: Organizing tags properly ensures a smooth reader experience. Remove unnecessary tags, like section tags.
  4. Artifacting Unnecessary Elements: Some content may not be relevant for screen readers. Mark them as an artifact.
  5. Creating Form Fields: Forms within PDFs need to be accessible. Create clear tags for forms to help users navigate them efficiently.
  6. Using the Reading Order Tool: This tool can assist with correct tag placement. However, caution is advised, as it can sometimes create issues.
  7. Embedding Fonts: Ensuring fonts are embedded in the document is essential for accessibility.
  8. Setting PDF UA Identifier: This confirms the document is accessible under PDF/UA standards.

The review showcased the importance of making PDFs accessible. While Ventura College’s document had gaps, the solutions provided can make it compliant with standards like PDF UA and WCAG 2.1.

Inclusivity in document design ensures everyone has equal access to information. For colleges and institutions, this is crucial. Not only does it foster a sense of belonging, but it also ensures compliance with legal standards.

The world is moving towards a more inclusive future. Let’s ensure our digital spaces are part of this journey. Remember, accessibility isn’t just about compliance; it’s about ensuring everyone feels welcome.

I can be your accessibility expert. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!

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by Shawn Jordison