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State of Vermont Report Templates 

The Chief Marketing Office has developed a Microsoft Word report templates that offer style settings for easy use and options for a variety of content types. Below are step-by-step editing instructions.

Download a State of Vermont Word Report Template

Please note the report templates are located on the Chief Marketing Office SharePoint site and are only available to State of Vermont employees.

 

  • Report Template with Photo Cover Page

    Template with photo cover page, contact information, table of contents, executive summary, data points, tables, chart, profile/success story, and sample heading nest.

    State of Vermont Report Template

  • Report Template with Coat of Arms Cover Page

    Template with Coat of Arms cover page, contact information, table of contents, executive summary, data points, tables, chart, profile/success story, and sample heading nest.

    State of Vermont Report Template with Coat of Arms Cover Page

  • Report Template without a Cover Page

    Template with contact information, table of contents, executive summary, data points, tables, chart, profile/success story, and sample heading nest.

    State of Vermont Report Template without a Cover Page

 

Instructions to Edit the Word Report Templates 

  1. Step One: Create a Template File

  2. Step Two: Create a New Document

  3. Step Three: Edit the Document Properties

  4. Step Four: Open the Styles Panel

  5. Step Five: Add Content

  6. Step Six: Update Table of Contents and Figures

  7. Step Seven: Run the Accessibility Checker

  8. Step Eight: Remove Comments

  9. Step Nine: Save as a PDF

  10. Step Ten: Run the Acrobat Accessibility Checker

Using the Accessible Report Template Training Module

A step-by-step training is available for Using the Accessible Report Template. This training was developed for State employees to learn how to use and edit the template and covers the instructions outlined below in an alternative format. This learn-at-your-own-pace module provides two options for understanding the instructions using a mock-report. A 'Show Me' option where users can watch the steps being completed and a 'Try It' option where users can interact with the module and complete the steps as the instructions are read aloud.

Step One: Create a Template File 

The first step is to create an actual Word template file on your computer. Saving the document as a 'true' Word template will allow you to use the template again and again without the danger of overwriting it. 

  1. Open one of the report templates in your web browser.
  2. Click on the 'Editing' menu in the upper right to expand the editing options.
  3. Select the 'Open in Desktop App' option. 
  4. Click the ‘File’ menu at the top of the screen and click 'Save As'.
  5. Click in the 'File Type' field where Word Document (*.docx) appears.
  6. Select 'Word Template (*.docx)' in the list.
  7. Click the 'Go to recommended folder' link.
  8. Click the 'Save' button.
  9. Click the ‘File’ menu at the top of the screen and click 'Close'.

How To
Create a Template

Step Two: Create a New Document 

The next step is to create a new document based on your saved template. In this step you will save the document with a file name that meets accessibility standards. 

  1. Click the ‘File’ menu at the top of the screen and click 'New'.
  2. Click the 'Personal' tab to see the fact sheet template that you previously saved.
  3. Click on the report template file that you previously saved. The actual name will vary depending on the version of the file.
  4. Click the ‘File’ menu at the top of the screen and click 'Save As'.
  5. Click in the 'Enter the file name here' box.
  6. Navigate to where you wish to save the file. 
  7. Type your file name in the 'Enter file name here' box.
    • Don't include 'final' or 'draft' as part of your document name. 
    • Use lowercase letters with dashes (for example, document-accessibility-checklist.docx).
    • Do not use underscores, spaces, special characters, or version dates (unless it’s in the title).
  8. Click 'Save'.

How To Video
Create a Document

How To Video
File Names and Document Properties

Step Three: Edit the Document Properties 

In step three, you will edit the document metaproperties (Title, Tags, Comments, Author, etc.). Start by adding a title and updating the author. Once updated, the document metaproperties are transferred over to the PDF document properties. 

The title is different from the file name. This is an opportunity to be more descriptive without the file naming convention elements like dashes, dates, versions, etc. It also improves the overall searchability and accessibility of the document properties. 

By default the author is listed as the individual who developed the template. It is important to update the author to you and/or the other member(s) of your team. This detail is helpful in the event a reader needs to connect with the author.

  1. Click the ‘File’ menu at the top of the screen and click 'Info'.
  2. On the right, click 'Show All Properties' at the bottom.
  3. On the right, there is an option for a 'Title'. Place your cursor anywhere in the text 'Add a title' and enter your document title. 
    • Don’t include 'final' or 'draft' as part of the title.
    • A best practice is to use the title that is supplied on the first page of your document.
  4. Update the document author.
  5. Right click on the current author and select 'Remove Person'.
  6. Click into the 'Add an author' field.
  7. Click the 'Address' book button.
  8. Click in the 'Search' field.
  9. Type the last name of the author and press the 'Enter' key on your keyboard.
  10. Select the correct author from the list of search results. 
  11. Click the 'To' button.
  12. Click the 'Ok' button.
  13. Click the back arrow at the top of the screen to return to the template.
  14. Click the 'Save' button.

How To Video
File Names and Document Properties

How To Video
View or Change the Properties for an Office File

Step Four: Open the Styles Panel 

The report templates include preset styles that are accessible. Each content type within the templates begin with details in parenthesis. This detail designates the paragraph style for that content type and if any character styles are applied.

Use headings to organize your content and use lists whenever possible – bulleted or numbered. Using the headings in the correct order organizes your content for people who might be using assistive technology such as screen readers. Screen readers can navigate a document by paragraph styles. Designating headings within sections sequentially will create a hierarchy. This hierarchy helps users receive content in the correct order. Never skip heading levels.

Sample Paragraph Style Nest

Heading 1

Normal Large

Heading 2

Normal 

Heading 3

Normal

  1. Navigate to the ‘Home’ menu on the top of the screen.
  2. Click the 'Styles Dialog Launcher' button (down arrow) in the lower right-hand corner of the ‘Styles’ section of the ribbon.
  3. This opens the 'Styles Panel'.

Helpful Tip

In the Styles panel, paragraph and character styles are distinguished by ‘a’ or ‘¶a’. The ‘a’ are character styles and ‘¶a’ are paragraph styles.

How To Video
Heading Styles

Step Five: Add Content 

Before you begin to add content to the report templates, it is helpful to click the ‘Home’ menu at the top of the screen and click 'Show / Hide ¶'. This will display hidden characters and section breaks.

Each report template utilizes section breaks. These section breaks are utilized to transition between different column settings within each layout. To view the column settings in between any section break: 

  1. Click the ‘Layout’ menu at the top of the screen and click the 'Columns' dropdown arrow.
  2. Select the ‘More Columns’ option.
  3. The dialogue box that appears details the number and width and spacing of each column. 
  4. Click 'Ok' to return to the template.

Each report template includes basic content types. Each element has been assigned paragraph and/or character styles, which help improve document accessibility. Each element of the content begins with the specified style(s) in parenthesis. By example:

(Heading 1) Executive Summary or Section Introduction

When you complete your report, you will want to remove the specified style(s) within the parenthesis, but during the draft process these are helpful reminders in the event that styles need to be re-applied. To add content to the template, you can type directly into the template or copy and paste content.

Additional Resources
Use section breaks to change the layout or formatting in one section of your document

Accessible Accommodations Statement

An accessible accommodations statement has been included in the templates. This statement helps users request request the content in an alternative format. The Chief Marketing Office recommends that this information be included on all State of Vermont communications. When including an accessible accommodations statement, list a specific person in charge of the communication. Do not list a generic email address. The person listed must be available and reachable at the contact methods supplied to answer questions. It is also important to supply more than one contact method.

To receive this information in an alternative format or for other accessibility requests, please contact:
Name, Title 
Agency/Department
first.last@vermont.gov, 802-000-0000

Follow the steps below to edit the cover page of the report template. You can utilize Microsoft Stock Photos or images that you have acquired elsewhere. 

To utilize images that you have acquired elsewhere:

  1. Click on the photo and press ‘Backspace’ on your keyboard to delete the photo. A paragraph symbol (¶) appears on the left of the screen on the line where the photo was inserted.
  2. Place your cursor at the beginning of the line where the photo was inserted.
  3. Open the 'Insert' menu at the top of the screen.
  4. Click the 'Picture' icon and select 'This Device' from the options provided.
  5. Navigate to your picture file and select 'Insert' at the bottom of the window.
  6. Once inserted, click on the image and designate the 'Normal' paragraph style in the 'Styles' panel.
  7. Open the 'Picture Format' menu on the top of the screen.
  8. Click 'Wrap Text' and confirm that 'In Line with Text' is selected. All images need to be 'In Line with Text' for accessibility.
  9. Open the 'Picture Format' menu on the top of the screen.
  10. Click ‘Crop’ and make the height 3.75” to set the maximum height of your picture.
  11. Click 'Alt Text' to open the 'Alt Text' panel.
  12. Select any default text in the field for 'Alt text' and hit backspace to delete the content.
  13. Type your alt text into the 'Alt Text' field.
  14. Update the 'Name of State Entity' and 'Insert report title here...' text with your organization name and report title.
  15. Update the description text with your own text. If you are pasting content, be sure to right click and select 'Keep Text Only (T)' in the paste options. This will ensure that the content is added without any paragraph or character styles from where it was copied from.
  16. Remove the formatting information in parentheses before the 'Agency Name', description and before the word ‘Published’. Leave one paragraph return after the date to maintain the space between the published date and logo.

To utilize Microsoft Stock Photos: 

  1. Click on the photo and press ‘Backspace’ on your keyboard to delete the photo. A paragraph symbol (¶) appears on the left of the screen on the line where the photo was inserted.
  2. Place your cursor at the beginning of the line where the photo was inserted.
  3. Open the 'Insert' menu at the top of the screen.
  4. Click on the 'Pictures' dropdown arrow from the 'Illustrations' section.
  5. Click the 'Stock Images' option.
  6. Search for options available within Word. When icons are inserted this way, they have alt text by default.
  7. Once you locate a new image, click on the image to select it.
  8. Click 'Insert (1)' on the bottom of the window.
  9. Open the 'Picture Format' menu at the top of the screen. 
  10. Click 'Alt Text' to open the 'Alt Text' panel. 
  11. Select any default text in the field for 'Alt Text' and hit backspace to delete the content.
  12. Select the checkbox 'Mark as decorative' or type your alt text into the 'Alt Text' field.

  1. Place your cursor in the portion of content you would like to edit.
  2. Select the sample content, leaving the style details within the parenthesis unselected. This will ensure your content maintains the correct paragraph and character styles.
  3. Begin to type your content to update the selected content. If you are pasting content, be sure to right click and select 'Keep Text Only (T)' in the paste options. This will ensure that the content is added without any paragraph or character styles from where it was copied from.
  4. Once you have updated the content, select just the parenthesis and specified style(s) at the beginning of the content type.
  5. Hit your backspace to remove the parenthesis and specified style(s).

When you get to point where you are ready to change the color of different paragraph or character styles, make this change within the 'Styles' panel to ensure the update is made consistently throughout your document. A State of Vermont theme has been established for the report template. The color options within the theme are from the State of Vermont Color Palette. The paragraph and character styles within the template have been set to dark grey, as colors should be changed or selected after all content is added.

  1. Locate the content you want to change (e.g. 'Heading 1'). Place your cursor anywhere in the content of 'Heading 1'.
  2. On the 'Styles' panel, 'Heading 1' becomes highlighted.
  3. On the right side of the listing for 'Heading 1' there is a small down arrow.
  4. Click the down arrow and select 'Modify'.
  5. Open the 'Color List' by clicking on it.
  6. Select a different color from the established State of Vermont template options.
  7. Click 'Ok'.
  8. The appearance of the 'Heading 1' style has now been updated throughout your document to reflect the new color choice.

Check Color Combinations
ContrastChecker.com
WebAim.org

For hyperlinks to be accessible to individuals using screen readers and others with accessibility challenges, it is important that hyperlinks be inserted consistently, formatted consistently, and provide explanatory text in the link text rather than the actual URL of the page.

  1. Select the word(s) you want to hyperlink.  
  2. Right click and select 'Link' from the list of options provided.
  3. Select 'Existing File or Web Page' in the 'Link to:' section in the top left of the window. 
  4. In the 'Text to display:' field at the top of the window, the text that you highlighted will be displayed.
  5. Place your cursor in the 'Address:' field at the bottom of the window and enter the URL for your hyperlink.
  6. Click 'Ok' to create the hyperlink. 

Helpful Tip

When the hyperlink is created, the character style of the text changes to 'Hyperlink'. Don't change the 'Hyperlink' style, which is set to Microsoft default blue for unclicked hyperlinks and purple for clicked hyperlinks, or remove the underline. This formatting is reserved for hyperlinks.

How-to Video
Create Hyperlinks

When adding pictures, it is important to follow the proper steps to assure that they are inserted correctly, formatted correctly, and that Alt Text is added.

  1. Place your cursor in the template where you would like to add a picture.
  2. Open the 'Insert' menu at the top of the screen.
  3. Click the 'Picture' icon and select 'This Device' from the options provided.
  4. Navigate to your picture file and select 'Insert' at the bottom of the window.
  5. Once inserted, click on the picture and click the 'Normal' paragraph style in the 'Styles' panel.
  6. With the picture still selected, click the 'Picture Format' menu at the top of the screen.
  7. Click 'Wrap Text' and confirm that 'In Line with Text' is selected. All images need to be 'In Line with Text' for accessibility.
  8. With the picture still selected, open the 'References' menu at the top of the screen.
  9. Click 'Insert Caption'.
  10. Make sure the 'Label' is set to 'Figure' and the 'Position' is set to 'Below selected item'.
  11. Click 'Ok' at the bottom of the window to add the caption.
  12. The new caption is automatically designated with the 'Caption' paragraph style. 
  13. Edit the caption to provide a detailed description of the picture. 
  14. Select the caption that you have just added and right click and copy the text.
  15. Open the 'Picture Format' menu on the top of the screen. 
  16. Click 'Alt Text' to open the 'Alt Text Panel'. 
  17. Select any default text in the field for 'Alt text' and hit backspace to delete the content.
  18. Right click and paste your caption into the 'Alt Text' field.

Helpful Tip

Add captions following the steps outlined above so they are automatically numbered and organized throughout your document. This will allow you to create a Table of Figures or Table of Contents for your figures.

How-to Video
Insert Pictures

How-to Video
Add Alt Text

How-To
Add Alt Text or Mark an Image/Icon as Decorative

Additional Resources
Written guidance for adding alt text.
How to Write Alt Text and Image Descriptions for the visually impaired

Icons are added visual elements and should be considered decorative. Be sure to add any information that icons should convey as part of the written content of your report. To insert or change out the icons follow the steps below. 

Add New Icons

  1. Open the 'Insert' menu at the top of the screen.
  2. Click on 'Icons' from the 'Illustrations' section.
  3. Search for options available within Word. When icons are inserted this way, they have alt text by default.
  4. Once you locate a new icon, click on the icon to select it.
  5. Click 'Insert (1)' on the bottom of the window.
  6. Open the 'Graphics Format' menu at the top of the screen. 
  7. Click 'Alt Text' to open the 'Alt Text' panel. 
  8. Select any default text in the field for 'Alt Text' and hit backspace to delete the content.
  9. Select the checkbox 'Mark as decorative' or type your alt text into the 'Alt Text' field.

Change Existing Icons

  1. Select the icon that you would like to change. 
  2. Open the 'Graphics Format' menu at the top of the screen.
  3. Click on 'Change Graphic' and select 'From Icons'.
  4. Search for options available within Word. When icons are inserted this way, they have alt text by default.
  5. Once you locate a new icon, click on the icon to select it.
  6. Click 'Insert (1)' on the bottom of the window.
  7. Open the 'Graphics Format' menu at the top of the screen. 
  8. Click 'Alt Text' to open the 'Alt Text' panel. 
  9. Select any default text in the field for 'Alt text' and hit backspace to delete the content.
  10. Select the checkbox 'Mark as decorative' or type your alt text into the 'Alt Text' field.

How-To Video
Insert Icons

Images that serve no purpose in conveying information should be marked as decorative. Marking them as decorative will cause screen readers to skip over them when reading the screen.

  1. Click on a picture or icon that should be marked as decorative.
  2. Open the 'Picture Format' menu at the top of the screen. 
  3. Click 'Alt Text' to open the 'Alt Text' panel. 
  4. Check the box 'Mark as Decorative'.

How-To
Add Alt Text or Mark an Image/Icon as Decorative

These instructions provide guidance for adding charts to the accessible report template. Please note these instructions do not supply specific instructions for formatting the chart but focus on the steps needed to make the chart accessible.

Add New Charts

  1. Place your cursor in the template where you would like to add a chart.
  2. Open the 'Insert' menu at the top of the screen.
  3. Click the 'Chart' button.
  4. Select the type of chart you would like to add on the left of the 'Insert Chart' window.
  5. Then choose the desired chart sub-type on the right of the 'Insert Chart' window.
  6. Click 'Ok' at the bottom of the window.
  7. Update the details in the chart grid to reflect your data.
  8. Click the 'X' to close the grid.
  9. With the chart/graphic selected click the 'Normal' paragraph style in the 'Styles' panel.
  10. With the chart/graphic selected, open the 'Format' menu at the top of the screen. 
  11. Click 'Wrap Text' and confirm that 'In Line with Text' is selected. All images need to be 'In Line with Text' for accessibility.
  12. With your chart/graphic still selected, click the 'References' menu at the top of the screen.
  13. Click 'Insert Caption'.
  14. Make sure the 'Label' is set to 'Figure' and the 'Position' is set to 'Below selected item'.
  15. Click 'Ok' at the bottom of the window.
  16. The new caption is automatically designated with the 'Caption' paragraph style. 
  17. Edit the caption to describe what it is being shown in the chart/graphic. Name the chart type (for example, bar, pie, line, etc.), data type or axes. Concisely describe overall trends or patterns and relevant data points.
  18. Select the text that you have just added and right click and copy the text.
  19. Click on the chart.
  20. Open the 'Format' menu on the top of the screen. 
  21. Click 'Alt Text' to open the 'Alt Text' panel. 
  22. Select any default text in the field for 'Alt text' and hit backspace to delete the content.
  23. To set your caption as 'Alt Text', right click and 'Paste' your content into the 'Alt Text' field.

Change the Chart Type

  1. Click on the chart.
  2. Open the 'Chart Design' window on the top of the screen.
  3. Click 'Change Chart Type' on the far right.
  4. Select the desired chart type from the options on the left of the 'Change Chart Type' window.
  5. Click 'Ok' at the bottom of the window.
  6. Edit the caption to describe what it is being shown in the chart/graphic. Name the chart type (for example, bar, pie, line, etc.), data type or axes. Concisely describe overall trends or patterns and relevant data points.
  7. Select the text that you have just added and right click and copy the text.
  8. Click on the chart.
  9. Open the 'Format' menu on the top of the screen. 
  10. Click 'Alt Text' to open the 'Alt Text' panel. 
  11. Select any default text in the field for 'Alt text' and hit backspace to delete the content.
  12. To set your caption as 'Alt Text', right click and 'Paste' your content into the 'Alt Text' field.

Helpful Tip

Add captions following the steps outlined above so they are automatically numbered and organized throughout your document. This will allow you to create a Table of Figures or Table of Contents for your figures.

How-to Video
Add Alt Text

How-To
Add Alt Text or Mark an Image/Icon as Decorative

Additional Resources
Written guidance for adding alt text.
How to Write Alt Text and Image Descriptions for the visually impaired

The report templates include two preset table styles. To insert a new table, follow the steps below. 

  1. Place your cursor in the template where you would like to add a table.
  2. Open the 'Insert' menu at the top of the screen.
  3. Click 'Table' and select 'Insert Table'.
  4. Enter the desired number of columns and rows and click 'Ok' at the bottom of the window.
  5. With your cursor in the new table, open the 'Layout' tab at the top of the screen.
  6. Click 'Select' and 'Select Table' at the left of the screen to highlight the entire table.
  7. Open the 'Table Design' window at the top of the screen.
  8. Within the 'Table Styles', the two left most style options are 'SOV Table Style Option 1' and 'SOV Table Style Option 2'.
  9. Click one of the two SOV Table Style options. This will automatically apply preset styles to your table that have been established to compliment the template and meet accessibility best practices.
  10. Add your content to the table.
  11. Within the paragraph and character 'Styles' panel there are established styles to format the content of the table cells. (E.g. Table Cell - Dark Text and Table Header Row) 

How-To Video
Create Accessible Tables

The report templates include a SmartArt option. To insert a new or update a SmartArt graphic follow the steps below. 

Add a New SmartArt Graphic

  1. Place your cursor in the template where you would like to add a chart.
  2. Open the 'Insert' menu at the top of the screen.
  3. Click the 'SmartArt' button.
  4. Select the type of SmartArt you would like to add on the left of the 'Choose a SmartArt Graphic' window.
  5. Then choose the desired SmartArt sub-type on the right of the 'Choose a SmartArt Graphic' window.
  6. Click 'Ok' at the bottom of the window.
  7. Update the details in the SmartArt dialogue box to reflect your data.
  8. Click the 'X' to close the grid.
  9. Click on the SmartArt and designate the 'Normal' paragraph style in the 'Styles' panel.
  10. With the SmartArt selected, open the 'Format' menu at the top of the screen. 
  11. Click 'Wrap Text' and confirm that 'In Line with Text' is selected. All images need to be 'In Line with Text' for accessibility.
  12. With your chart/graphic still selected, click the 'References' menu at the top of the screen.
  13. Click 'Insert Caption'.
  14. Make sure the 'Label' is set to 'Figure' and the 'Position' is set to 'Below selected item'.
  15. Click 'Ok' at the bottom of the window.
  16. The new caption is automatically designated with the 'Caption' paragraph style. 
  17. Edit the caption to describe what it is being shown in the SmartArt. Name the SmartArt type (for example, list, process, cycle, etc.) and data. Concisely describe all details.
  18. Select the text that you have just added and right click and copy the text.
  19. Click on the SmartArt.
  20. Open the 'Format' menu on the top of the screen. 
  21. Click 'Alt Text' to open the 'Alt Text' panel. 
  22. Select any default text in the field for 'Alt text' and hit backspace to delete the content.
  23. To set your caption as 'Alt Text', right click and 'Paste' your content into the 'Alt Text' field.

Edit a SmartArt Graphic

  1. Click on the SmartArt.
  2. Open the 'SmartArt Design' menu at the top of the screen.
  3. Use the functions in this menu ribbon to make layout edits to the SmartArt.

How-To Video
Create a SmartArt Graphic from Scratch

Footnotes appear at the bottom of the page where a footnote number is inserted and endnotes appear at the end of the document. To assure accessibility, the text of the footnotes or endnotes must have the appropriate styles applied to them.

  1. Place your cursor in the location that you would like to add a footnote or endnote.
  2. Open the ‘References’ menu at the top of the screen.
  3. Within ‘Footnotes’, click ‘Insert Footnote’ or ‘Insert Endnote’.
  4. Add the text for the new footnote or endnote, including the reference number.
  5. Select the text and reference number and designate this content with the ‘Footnote Text’ or ‘Endnote Text’ paragraph style in the ‘Styles' panel.

How-To Video
Create Insert Footnotes and Endnotes

Step Six: Update the Table of Contents and Figures 

The report templates include a Table of Contents and Table of Figures for easy document navigation. Both elements are developed with paragraph styles that have been established to compliment the template and meet accessibility best practices. The styles display the hierarchy and compliment the formatting of the headings used throughout the document.

  1. Once you have completed the body of your report, navigate to the 'Table of Contents’.
  2. Place your cursor in any of the text within the Table of Contents and click ‘Update Table’ in the upper left corner to update the content based upon your designated ‘Heading’ paragraph styles.
  3. If you have already updated the Table of Contents once, the next time that you update it, you will have the option to 'Update page numbers only' or 'Update entire table'. If you have not customized any of the Table of Contents copy, select 'Update entire table'. If you have already customized the copy, click 'Update page numbers only'.
  4. The Table of Contents is updated with preset Paragraph Styles.

Helpful Tip

You are able to edit or trim the content that auto populates when updating the 'Table of Contents', but it if you click ‘Update Table’ again after making edits, your changes will be overwritten.

How-to Video
Update the Table of Contents

  1. Once you have completed the body of your report, navigate to the 'Table of Figures’ below the Table of Contents.
  2. Place your cursor in any part of the text for the listed figures.
  3. Open the 'References' tab on the top of the screen.
  4. Within the 'Captions' section, click 'Update Table'. NOTE: There are two 'Update Table' options on the 'References' tab, so make sure you are within the 'Captions' section.
  5. You have the option to 'Update page numbers only' or 'Update entire table'. If you have not customized any of the Table of Figures copy, select 'Update entire table'. If you have already customized the copy, click 'Update page numbers only'.
  6. The Table of Figures is updated with preset Paragraph Styles.

Helpful Tip

You are able to edit or trim the content that auto populates when updating the 'Table of Figures', but it if you click ‘Update Table’ again after making edits, your changes will be overwritten.

How-to Video
Update the Table of Figures

The Navigation Pane will allow you to verify your heading order and ensure that all headings have been marked with an appropriate heading style which will assist those with accessibility issues in navigating your document. The Navigation Pane also allows you to navigate between different headings in your document quickly. 

  1. Open the ‘View’ tab at the top of the screen.
  2. Within ‘Show’, check ‘Navigation Pane’ to open the ‘Navigation Pane’.
  3. Review and confirm that the headings within your document are designated in the correct order. You are able to click through each of the headings to confirm that a user will navigate through the content in the order that you intend.

How-to Video
Using the Navigation Pane

Step Seven: Run the Accessibility Checker 

Run the Accessibility Checker to make sure your document is accessible. The checker provides errors and warnings when content formatting is not considered accessible. Additionally, the Accessibility Checker provides direction or tips on how to fix the errors and warnings. This can be done after the entire report is drafted, but it is more helpful to keep it running as you work so you can correct issues as you add content.

  1. Open the 'Review' menu at the top of the screen.
  2. Click on 'Check Accessibility' to open the 'Accessibility' panel.
  3. Review the 'Accessibility' Panel for any 'Errors' or 'Warnings' that are flagged.
  4. Correct each of the 'Errors' and 'Warnings'. 

How-to Video
Run the Accessibility Checker

How-to
Run the Accessibility Checker

Step Eight: Remove Comments 

The report template contains comments that have helpful reminders and tips when adding your content. Before creating a PDF of the Word document, the comments need to be removed so they do not save as part of the PDF file.

  1. Open the 'Review' menu at the top of the screen.
  2. On the 'Show Comments' button click the down arrow and select 'List' to open the 'Comments' panel. 
  3. Review each comment to make sure there are no remaining items to address.
  4. At the top of each comment there is a series of three dots.
  5. Click the three dots and select 'Delete Thread' to remove each comment.

Step Nine: Save as a PDF 

Before creating a PDF of the Word document, make sure the following steps have been completed: 

  • All comments have been removed.
  • All Paragraph Styles provided in parenthesis throughout the body of the template have been removed.
  • The Accessibility Checker has been run one final time and all errors and warnings have been corrected. 
  • Run a final spell check.

  1. Open the 'File' menu at the top of the screen and click 'Save as Adobe PDF'.
  2. Navigate to the location where you would like to save your PDF.
  3. Click 'Save' at the bottom of the window.

Helpful Tip

Do not create a PDF by selecting 'Print' and changing your 'Printer' to 'Adobe PDF'. Do not create a PDF by clicking 'Save As' and changing your file type/extension to 'PDF'.

How-to Video
Convert Word Document to a PDF

How-to
Create Accessible PDFs

Step Ten: Run the Acrobat Accessibility Checker 

Once the Word document has been saved as a PDF, the new file will need to be opened in Adobe Acrobat Pro and the Accessibility Checker needs to be completed to find accessibility issues within the PDF file. Even though the Accessibility Checker was run in the Word file, there are often elements that need to be corrected on the PDF version. Often, some of the Acrobat Accessibility Check warnings are simply to confirm the document properties and formatting that were completed in the steps above. It is important to see this as an opportunity to double check that content meets accessibility guidelines. 

  1. Open your PDF.
  2. Open the 'Menu' at the top of the screen and click 'Document properties'.
  3. Add metadata (Title, Author, Subject, Keywords) on the 'Description' tab. The Document Properties that were added in Step Three above should be provided. This step assures that all the metadata details are as intended. 
  4. Scroll down to the bottom of the window and click 'Ok'.
  5. On the right, select the 'All tools' menu, select 'Prepare for accessibility', and 'Check for accessibility'.
  6. On the 'Accessibility Checker Options' window, click 'Select All' to make sure all options are checked.
  7. Click 'Start Checking' at the bottom of the window.
  8. A new 'Accessibility Checker' panel opens with details of any accessibility issues within your PDF file. 
  9. Correct each of the accessibility issues that have been flagged.

How-to Video
Run the Acrobat Accessibility Checker