1. Open
   

   Open the template in your web browser.

2. Editing
   

   Select the 'Editing' menu in the upper right to expand the editing options.

3. Open in Desktop App
   

   Select the 'Open in Desktop App' option.

4. Save As
   

   Select the ‘File’ menu at the top of the screen and 'Save As'.

5. File Type
   

   Place your cursor in the 'File Type' field where Word Document (*.docx) appears.

6. Word Template
   

   Select the 'Word Template (*.docx)' option in the list.

7. Go To the Recommended Folder
   

   Select the 'Go to recommended folder' link.

8. Save
   

   Select 'Save'.

9. File
   

   Select the 'File' menu at the top of the screen and 'Close'.

• Create a Template

  Explore the Microsoft Support section to learn how to create a template.

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  • TEMPLATE

1. New
   

   Select the ‘File’ menu at the top of the screen and 'New'.

2. Personal
   

   Select the 'Personal' tab to see the template you previously saved.

3. Template File
   

   Select the template file. The actual name will vary depending on the version of the file.

4. Save As
   

   Select the ‘File’ menu at the top of the screen and 'Save As'.

5. Enter the File Name Here
   

   Place your cursor in the 'Enter the file name here' field.

6. Navigate
   

   Navigate to where you wish to save the file.

7. Enter File Name Here
   

   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. Save
   

   Select 'Save'.

• Create a Document

  Watch a video from the Microsoft Support section to learn how to create a document in Word.

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  • DOCUMENT

• Create Accessible File Names

  Watch a video from the Microsoft Support section to learn how to create accessible file names.

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  • FILE NAMES

1. Info
   

   Select the ‘File’ menu at the top of the screen and 'Info'.

2. Show All Properties
   

   Select 'Show All Properties' at the bottom on the right.

3. Title
   

   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' in the title.
   • A best practice is to use the title supplied on your document's first page.
4. Author
   

   Update the document author.

5. Remove Person
   

   Right-click on the current author and select 'Remove Person'.

6. Add an Author
   

   Select the 'Add an author' field.

7. Address
   

   Select the 'Address' book button.

8. Search
   

   Place your cursor in the 'Search' field.

9. Last Name of the Author
   

   Type the last name of the author and press 'Enter'.

10. Select
    

    Select the correct author from the search results. 

11. To
    

    Select 'To'.

12. Ok
    

    Select 'Ok'.

13. Back Arrow
    

    Select the back arrow at the top of the screen to return to the template.

14. Save
    

    Select 'Save'.

• View or Change the Properties for an Office File

  Visit the Microsoft Support section to learn how to view or change the properties of an Office file.

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1. Home
   

   Navigate to the 'Home' menu at the top of the screen.

2. Styles Dialog Launcher
   

   Select the 'Styles Dialog Launcher' button (down arrow) in the lower right-hand corner of the ‘Styles’ section of the ribbon.

3. Styles Panel
   

   This opens the 'Styles' panel.

• Improve Accessibility with Heading Styles

  Watch a video from the Microsoft Support section to learn about improving accessibility with heading styles.

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To utilize images that you have acquired elsewhere:

1. Backspace
   

   Select the photo and press ‘Backspace’ to delete. A paragraph symbol (¶) appears on the line where the photo was inserted.

2. Move Cursor
   

   Place your cursor at the beginning of the line where the photo was inserted.

3. Insert
   

   Open the 'Insert' menu at the top of the screen.

4. This Device
   

   Select the 'Picture' icon and select 'This Device'.

5. Insert
   

   Navigate to your picture file and select 'Insert'.

6. Styles Panel
   

   Once inserted, select the image and designate the 'Normal' paragraph style in the 'Styles' panel.

7. Picture Format
   

   Open the 'Picture Format' menu at the top of the screen.

8. In Line with Text
   

   Select 'Wrap Text' and confirm that 'In Line with Text' is selected. All images need to be 'In Line with Text' for accessibility.

9. Crop
   

   Select ‘Crop’ and make the height 2.75” to set the maximum height of your picture.

10. Alt Text
    

    Select 'Alt Text' to open the 'Alt Text' panel.

11. Remove Default Alt Text
    

    Select any default text in the 'Alt Text' field and press backspace to delete the content.

12. Add Alt Text
    

    Enter your alt text into the 'Alt Text' field.

To utilize Microsoft Stock Photos: 

1. Backspace
   

   Select the photo and press ‘Backspace’ to delete. A paragraph symbol (¶) appears on the left of the screen on the line where the photo was inserted.

2. Move Cursor
   

   Place your cursor at the beginning of the line where the photo was inserted.

3. Insert
   

   Open the 'Insert' menu at the top of the screen.

4. Illustrations
   

   Select the 'Pictures' dropdown arrow from the 'Illustrations' section.

5. Stock Images
   

   Select 'Stock Images'.

6. Search
   

   Search for options available within Word. When photos are inserted this way, they have alt text by default.

7. Select
   

   Once you locate a new image, select it.

8. Insert
   

   Select  'Insert (1)' at the bottom of the window.

9. Picture Format
   

   Open the 'Picture Format' menu at the top of the screen.

10. Alt Text
    

    Select 'Alt Text' to open the 'Alt Text' panel.

11. Remove Default Alt Text
    

    Select any default text in the 'Alt Text' field and press backspace to delete the content.

12. Mark as Decorative or Add Alt Text
    

    Select the 'Mark as decorative' checkbox or enter alt text into the 'Alt Text' field.

1. Place Your Cursor
   

   Place your cursor on the portion of content you would like to edit.

2. Select Content
   

   Select the sample content, leaving the style details within the parenthesis unselected. This will ensure your new content maintains the correct paragraph and character styles.

3. Update Content
   

   Begin to enter your new content. If you are pasting content, right-click and choose 'Keep Text Only (T)' as the paste option. This will ensure that the content is added without any paragraph or character styles from where it was copied.

4. Select Paragraph/Character Style Details
   

   Once you have updated the content, select just the parenthesis and specified style(s) at the beginning of the content type.

5. Backspace
   

   Press backspace to remove the parenthesis and specified style(s).

When you get to the 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 throughout your document. A State of Vermont theme has been established for the 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. Place Your Cursor
   

   Locate the content you want to change (e.g., 'Heading 1'). Place your cursor anywhere in the content of 'Heading 1'.

2. Styles Panel
   

   On the 'Styles' panel, 'Heading 1' becomes highlighted.

3. Down Arrow
   

   A small down arrow is on the right side of the listing for 'Heading 1'.

4. Modify
   

   Select the down arrow and select 'Modify'.

5. Color List
   

   Open the 'Color List'.

6. Select Color
   

   Select a different color from the established State of Vermont template options.

7. Ok
   

   Select 'Ok'.

8. Updated Style
   

   The appearance of the 'Heading 1' style has now been updated throughout your document to reflect the new color choice.

For hyperlinks to be accessible to individuals using screen readers and others with access needs, they must be inserted and formatted consistently. The link text must be explanatory rather than the actual URL.

1. Select Text
   

   Select the text you want to hyperlink.

2. Link
   

   Right-click and select 'Link'.

3. Existing File or Web Page
   

   Select 'Existing File or Web Page' in the 'Link to:' section.

4. Text to Display
   

   In the 'Text to display:' field, the text that you highlighted will be displayed.

5. Address
   

   Place your cursor in the 'Address:' field at the bottom of the window and enter the URL for your hyperlink.

6. Ok
   

   Select 'Ok' to create the hyperlink.

When adding pictures, it is essential to follow the proper steps to ensure they are inserted correctly and formatted and that alt text is added.

1. Place Your Cursor
   

   Place your cursor in the template where you want to add a picture.

2. Insert
   

   Open the 'Insert' menu at the top of the screen.

3. This Device
   

   Select the 'Pictures' icon and 'This Device' from the options provided.

4. Insert
   

   Navigate to your picture file and select 'Insert'.

5. Styles
   

   Once inserted, select the picture and the 'Normal' paragraph style in the 'Styles' panel.

6. Picture Format
   

   With the picture still selected, select the 'Picture Format' menu at the top of the screen.

7. In Line with Text
   

   Select 'Wrap Text' and confirm that 'In Line with Text' is selected. All images need to be 'In Line with Text' for accessibility.

8. References
   

   With the picture still selected, open the 'References' menu at the top of the screen.

9. Insert Caption
   

   Select 'Insert Caption'.

10. Label
    

    Ensure the 'Label' is set to 'Figure' and the 'Position' is set to 'Below selected item'.

11. Ok
    

    Select 'Ok'.

12. Caption
    

    The new caption is added and automatically designated with the 'Caption' paragraph style.

13. Edit the Caption
    

    Edit the caption to provide a detailed description of the picture.

14. Copy the Caption
    

    Select the caption, and right-click and copy the text.

15. Picture Format
    

    Open the 'Picture Format' menu at the top of the screen.

16. Alt Text
    

    Select 'Alt Text' to open the 'Alt Text' panel.

17. Remove Default Alt Text
    

    Select any default text in the 'Alt Text' field and press backspace to delete the content.

18. Paste the Caption Text
    

    Right-click and paste your caption into the 'Alt Text' field.

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. To insert or change icons follow the steps below. 

Add New Icons

1. Insert
   

   Open the 'Insert' menu at the top of the screen.

2. Icons
   

   Select 'Icons' from the 'Illustrations' section.

3. Search
   

   Search for options available within Word. When icons are inserted this way, they have alt text by default.

4. Select
   

   Once you locate a new icon, select it.

5. Insert
   

   Select 'Insert (1)'.

6. Graphics Format
   

   Open the 'Graphics Format' menu at the top of the screen.

7. Alt Text
   

   Select 'Alt Text' to open the 'Alt Text' panel.

8. Select Text
   

   Select any default text in the 'Alt Text' field and press backspace to delete the content.

9. Mark as Decorative
   

   Select the 'Mark as decorative' checkbox or type your alt text into the 'Alt Text' field.

Change Existing Icons

1. Select
   

   Select the icon that you would like to change.

2. Graphics Format
   

   Open the 'Graphics Format' menu at the top of the screen.

3. Change Graphic
   

   Select 'Change Graphic' and select 'From Icons'.

4. Search
   

   Search for options available within Word. When icons are inserted this way, they have alt text by default.

5. Select
   

   Once you locate a new icon, select the icon.

6. Insert
   

   Select 'Insert (1)'.

7. Graphics Format
   

   Open the 'Graphics Format' menu at the top of the screen.

8. Alt Text
   

   Select 'Alt Text' to open the 'Alt Text' panel.

9. Select Text
   

   Select any default text in the 'Alt text' field and press backspace to delete the content.

10. Mark as Decorative
    

    Select the 'Mark as decorative' checkbox or type your alt text into the 'Alt Text' field.

Pictures or icons 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. Select
   

   Select a picture or icon that should be marked as decorative.

2. Picture Format
   

   Open the 'Picture Format' menu at the top of the screen.

3. Alt Text
   

   Select 'Alt Text' to open the 'Alt Text' panel.

4. Select Text
   

   Select any default text in the 'Alt text' field and press backspace to delete the content.

5. Mark as Decorative
   

   Select the 'Mark as decorative' checkbox.

The steps below guide adding charts to the template. Please note these steps do not supply specific instructions for formatting the chart; they focus on the steps needed to make the chart accessible.

Add New Charts

1. Place your Cursor
   

   Place your cursor in the template where you want to add a chart.

2. Insert
   

   Open the 'Insert' menu at the top of the screen.

3. Chart
   

   Select the 'Chart' button.

4. Type of Chart
   

   Select the type of chart you would like to add on the left of the 'Insert Chart' window.

5. Insert Chart
   

   Choose the desired chart sub-type on the right of the 'Insert Chart' window.

6. Ok
   

   Select 'Ok'.

7. Enter Data
   

   Update the details in the chart grid to reflect your data.

8. Close
   

   Select 'X' to close the grid.

9. Styles Panel
   

   With the chart/graphic selected, select the 'Normal' paragraph style in the 'Styles' panel.

10. Format
    

    With the chart/graphic selected, open the 'Format' menu at the top of the screen.

11. Wrap Text
    

    Select 'Wrap Text' and confirm that 'In Line with Text' is selected. All images need to be 'In Line with Text' for accessibility.

12. References
    

    With your chart/graphic still selected, select the 'References' menu at the top of the screen.

13. Insert Caption
    

    Select 'Insert Caption'.

14. Label
    

    Ensure the 'Label' is set to 'Figure' and the 'Position' is set to 'Below selected item'.

15. Ok
    

    Select 'Ok'.

16. Paragraph Style
    

    The new caption is automatically designated with the 'Caption' paragraph style.

17. Edit the Caption
    

    Edit the caption to describe what 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 Caption Text
    

    Select the text you just added, and right-click and copy the text.

19. Select the Chart
    

    Select the chart.

20. Format
    

    Open the 'Format' menu at the top of the screen.

21. Alt Text
    

    Select 'Alt Text' to open the 'Alt Text' panel.

22. Select Text
    

    Select any default text in the 'Alt text' field and press backspace to delete the content.

23. Paste
    

    To set your caption as 'Alt Text', right-click and 'Paste' your content into the 'Alt Text' field.

Change a Chart Type

1. Select
   

   Select the chart.

2. Chart Design
   

   Open the 'Chart Design' window at the top of the screen.

3. Change Chart Type
   

   Select 'Change Chart Type' on the far right.

4. Select Chart Type
   

   Select the desired chart type on the 'Change Chart Type' window.

5. Ok
   

   Select 'Ok'.

6. Edit the Caption
   

   Edit the caption to describe what 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. Copy the Caption
   

   Select the text you just added, and right-click and copy the text.

8. Select the Chart
   

   Select the chart.

9. Format
   

   Open the 'Format' menu at the top of the screen.

10. Alt Text
    

    Select 'Alt Text' to open the 'Alt Text' panel.

11. Select Text
    

    Select any default text in the 'Alt text' field and press backspace to delete the content.

12. Paste
    

    To set your caption as 'Alt Text', right-click and 'Paste' your content into the 'Alt Text' field.

The template includes two preset table styles. To insert a new table, follow the steps below. 

1. Place your Cursor
   

   Place your cursor in the template where you want to add a table.

2. Insert
   

   Open the 'Insert' menu at the top of the screen.

3. Insert Table
   

   Select 'Table' and select 'Insert Table'.

4. Ok
   

   Enter the desired number of columns and rows and select 'Ok'.

5. Layout
   

   With your cursor in the new table, open the 'Layout' tab at the top of the screen.

6. Select Table
   

   Choose 'Select' and 'Select Table' at the left of the screen to highlight the entire table.

7. Table Design
   

   Open the 'Table Design' menu at the top of the screen.

8. Table Styles
   

   The two leftmost style options within the 'Table Styles' are 'SOV Table Style Option 1' and 'SOV Table Style Option 2'.

9. SOV Table Style Options
   

   Select one of the two SOV Table Styles. This will automatically apply preset styles to your table that have been established to complement the template and meet accessibility best practices.

10. Add Content
    

    Add content to the table.

11. Paragraph and Character Styles
    

    Within the paragraph and character 'Styles' panel, there are established styles for formatting the content of the table cells. (E.g., Table Cell - Dark Text and Table Header Row)

Footnotes appear at the bottom of the page where a footnote number is inserted, and endnotes appear at the end of the document. To ensure accessibility, the applicable paragraph styles must be applied to the footnote or endnote text.

1. Place your Cursor
   

   Place your cursor in the location where you would like to add a footnote or endnote.

2. References
   

   Open the ‘References’ menu at the top of the screen.

3. Insert Footnote
   

   Within ‘Footnotes’, select ‘Insert Footnote’ or ‘Insert Endnote’.

4. Add Text
   

   Add the text for the new footnote or endnote, including the reference number.

5. Paragraph Style
   

   Select the footnote or endnote text and reference number and designate this content with the ‘Footnote Text’ or ‘Endnote Text’ paragraph style in the ‘Styles' panel.

• WebAIM Contrast Checker

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• ContrastChecker.com

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• Create Accessible Links in Word

  Review a video from the Microsoft Support section to learn how to create accessible links in Word.

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  • HYPERLINK

• Insert Pictures

  Visit the Microsoft Support section to learn how to insert pictures.

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• Add Alternative Text

  Visit the Microsoft Support section to learn to add alternative text to a shape, picture, chart, SmartArt graphic, or other object.

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  • ALT TEXT

• Write Alt Text and Image Descriptions for the Visually Impaired

  Visit the Perkins School for the Blind to learn how to write alt text and image descriptions for the visually impaired.

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• Write Effective Alt Text

  Visit the Microsoft Support section to learn everything you need to know to write effective alt text.

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• Improve Accessibility with Alt Text

  Review a video from the Microsoft Support section to learn how to improve accessibility with alt text.

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• Insert Icons in Microsoft Word

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• Create Accessible Tables in Word

  Review a video from the Microsoft Support section to learn how to create accessible tables in Word.

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• Insert Footnotes and Endnotes

  Review a video from the Microsoft Support section to learn how to insert footnotes and endnotes.

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1. Table of Contents
   

   Once you have completed the body of your report, navigate to the 'Table of Contents’.

2. Update Table
   

   Place your cursor in any of the text within the Table of Contents and select ‘Update Table’ in the upper left corner to update the content based upon your designated ‘Heading’ paragraph styles.

3. Update
   

   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, select 'Update page numbers only'.

4. Paragraph Syles
   

   The Table of Contents is updated with preset Paragraph Styles.

1. Table of Figures
   

   Once you have completed the body of your report, navigate to the 'Table of Figures’ below the Table of Contents.

2. Place your Cursor
   

   Place your cursor in any part of the text for the listed figures.

3. References
   

   Open the 'References' tab on the top of the screen.

4. Update Table
   

   Within the 'Captions' section, select 'Update Table'. NOTE: There are two 'Update Table' options on the 'References' tab, so make sure you are within the 'Captions' section.

5. Update
   

   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, select 'Update page numbers only'.

6. Paragraph Styles
   

   The Table of Figures is updated with preset Paragraph Styles.

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. View
   

   Open the ‘View’ tab at the top of the screen.

2. Navgation Pane
   

   Within ‘Show’, check ‘Navigation Pane’ to open the ‘Navigation Pane’.

3. Review and Confirm
   

   Review and confirm that the headings within your document are designated in the correct order. You are able to select through each of the headings to confirm that a user will navigate through the content in the order that you intend.

• Update the Table of Contents

  Review a video from the Microsoft Support section to update the table of contents.

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• Update the Table of Figures

  Review a video from the Microsoft Support section to learn how to insert a table of figures.

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• Using the Navigation Pane

  Review a video from the Microsoft Support section to learn how to use the navigation pane in Word.

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1. Review
   

   Open the 'Review' menu at the top of the screen.

2. Check Accessibility
   

   Select 'Check Accessibility' to open the 'Accessibility' panel.

3. Review the Accessibility Panel
   

   Review the 'Accessibility' panel for any 'Errors' or 'Warnings'.

4. Correct Errors and Warnings
   

   Correct each of the 'Errors' and 'Warnings'.

• Check the Accessibility of your Document

  Review a video from the Microsoft Support section to check the accessibility of your document.

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  • ACCESSIBILITY

• Improve Accessibility with the Accessibility Checker

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1. Review
   

   Open the 'Review' menu at the top of the screen.

2. Show Comments
   

   On the 'Show Comments' button, select the down arrow and select 'List' to open the 'Comments' panel.

3. Review Comments
   

   Review each comment to make sure there are no remaining items to address.

4. Comment Options
   

   At the top of each comment is a series of three dots.

5. Delete Thread
   

   Select the three dots and 'Delete Thread' to remove each comment.

1. Acrobat
   

   If you have Adobe Acrobat Pro DC, open the 'Acrobat' tab at the top of the screen and select 'Create PDF'.

2. File
   

   If you have Adobe Reader, open the 'File' menu at the top of the screen and select 'Save as Adobe PDF'.

3. Navigate to File Folder
   

   Navigate to the location where you would like to save your PDF.

4. Save
   

   Select 'Save'.

• Save or Convert to PDF or XPS in Office Desktop Apps

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• Create Accessible PDFs

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1. Open
   

   Open your PDF.

2. Menu
   

   Open the 'Menu' at the top of the screen and select 'Document properties'.

3. Add Metadata
   

   Add metadata (Title, Author, Subject, Keywords) on the 'Description' tab. The Document Properties that were added in Step 3 above should be provided. This step assures that all the metadata details are as intended.

4. Ok
   

   Scroll down to the bottom of the window and select 'Ok'.

5. Prepare for Accessibility
   

   Select the 'All tools' menu, 'Prepare for accessibility', and 'Check for accessibility'.

6. Accessibility Checker Options
   

   On the 'Accessibility Checker Options' window, select 'Select All' to ensure all options are checked.

7. Start Checking
   

   Select 'Start Checking'.

8. Accessibility Checker
   

   A new 'Accessibility Checker' panel opens with details of any accessibility issues within your PDF file.

9. Correct Accessibility Issues
   

   Correct each of the accessibility issues that have been flagged.

• Create and Verify PDF Accessibility (Acrobat Pro)

  Visit Adobe to learn how to create and verify PDF accessibility in Acrobat Pro.

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