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Site Inventory and Mapping 

The Chief Marketing Office has developed a Microsoft Excel template to complete an inventory of site pages and documents and a Microsoft Word template to generate a Visual Site Map of how the pages connect. Below are step-by-step editing instructions for each template.

Download the State of Vermont Site Inventory and Site Mapping Templates

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

  • Site Inventory Template

    This template includes two worksheets. One sheet to inventory the pages of a website and one sheet to inventory the documents.

    State of Vermont Site Inventory Template.

  • Visual Site Map Template

    This template includes a SmartArt template to generate a visual of how the pages of a site connect.

    State of Vermont Visual Site Map Template.

Instructions to Edit the State of Vermont Site Inventory Template 

Step 1: Create a Template File in Excel 

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

  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 Excel Workbook (*.xlsx) appears.

  6. Word Template

    Select the 'Excel Template (*.xltx)' 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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Step 2: Create a New Document in Excel 

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. 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 new workbook in Excel.

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    • MICROSOFT
    • DOCUMENT

  • Create Accessible File Names

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

    • By Microsoft
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    • MICROSOFT
    • FILE NAMES

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Step 3: Edit the Document Properties in Excel 

In step three, you will edit the document metaproperties (Title, Tags, Comments, Author, etc.). Start by adding a title and updating the author.

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. 

The author is listed as the individual who developed the template by default. It is essential to update the author to you and/or your team's other member(s). This detail is helpful if a reader needs to connect with the author.  

  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'.

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Step 4: Edit Content on the Page Inventory Sheet 

On the 'Page Inventory' sheet, there are boilerplate entries for the most common page levels of a website: L1, L2, L3, and L4. For each page, you will track the URL, content manager, date of last update, accessibility review date, who the accessibility review was completed by, if the page has gone through a plain language review, who the plain language review was completed by, and relevant notes. Entities are welcome to customize the columns and data that they track for each of their webpages. To generate the SOV Visual Site Map in the next step, you will need the format and settings for column 1. ‘Page Title’ should remain as is.

When entering the Page Title, it is important to always leave the level details. For example, the entry for a level one page should always read ‘L1 – Page Title’ rather than just ‘Page Title’. This detail helps users understand the hierarchy of the site pages and how they relate to one another and will be needed to generate the SOV Visual Site Map in the next step.

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Step 5: Edit Content on the Document Inventory Sheet 

On the 'Document Inventory' sheet, there is an example entry, followed by boilerplate entries. For each document, you will track the URL, content manager, date of last update, accessibility review date, who the accessibility review was completed by, if the page has gone through a plain language review, who the plain language review was completed by, and relevant notes. Entities are welcome to customize the columns and data that they track for each of their site documents. 

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Instructions to Edit the State of Vermont Visual Site Map Template 

The Visual Site Map includes a SmartArt template to generate a visual of how the pages of a site connect. It is important to note that the SmartArt feature in Word is not inherently accessible. If you choose to create a PDF of the Visual Site Map, you will need to Run the Acrobat Accessibility Checker to make the PDF accessible. 

Step 1: Create a Template File in Word 

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

    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.

    • By Microsoft
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    • MICROSOFT
    • TEMPLATE

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Step 2: Create a New Document in Word 

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. 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.

    • By Microsoft
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    • MICROSOFT
    • DOCUMENT

  • Create Accessible File Names

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

    • By Microsoft
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    • MICROSOFT
    • FILE NAMES

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Step 3: Edit the Document Properties in Word 

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 will be transferred 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. 

The author is listed as the individual who developed the template by default. It is essential to update the author to you and/or your team's other member(s). This detail is helpful if a reader needs to connect with the author.  

  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'.

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Step 4: Open the Styles Panel in Word 

The template includes preset styles that are accessible. Each content type within the template begins with details in parentheses. 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 style. Designating headings within sections sequentially will create a hierarchy. This hierarchy helps users receive content in the correct order. Never skip heading levels.

  • Sample Heading Nest

    Heading 1

    Normal Text Large: Lorem ipsum dolor sit amet, consectetur adipiscing elit. Maecenas tempus aliquam accumsan. Duis tincidunt turpis quam, in commodo sem malesuada.

    Heading 2

    Normal Text: Lorem ipsum dolor sit amet, consectetur adipiscing elit. Maecenas tempus aliquam accumsan. Duis tincidunt turpis quam, in commodo sem malesuada.

    Heading 3

    Normal Text: Lorem ipsum dolor sit amet, consectetur adipiscing elit. Maecenas tempus aliquam accumsan. Duis tincidunt turpis quam, in commodo sem malesuada.

  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.

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.

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Step 5: Edit Site Map Content 

Before you begin to add content to the template, select the ‘Home’ menu at the top of the screen and 'Show / Hide ¶'. This will display hidden characters.

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

(Heading 1, Bold Character Style) [SOV Entity Name] Visual Site Map

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

  1. Select Content

    In the Heading 1 line of text, select the '[SOV Entity Name]' text.

  2. Update Content

    Enter the name of your State entity.

  3. Select Content

    In the Heading 1 line of text, select the '(Heading 1, Bold Character Style)' text.

  4. Backspace

    Press backspace to remove the styles information.

  1. Select Content

    Select the 'SmartArt' that was inserted on the page. Helpful Tip: Make sure you select the outermost object. The individual elements should not appear to be selected.

  2. Site Inventory Excel File

    Go to the 'Excel Site Inventory' that you created for your site.

  3. Select Content

    Select all of the page names. Helpful Tip: This is only the first column of the sheet, minus the ‘Page’ heading and 'Name of SOV Site'.

  4. Copy

    Copy the selected rows of the page names.

  5. Site Map Word Document

    Go back to your Site Map Word document.

  6. SmartArt Design Tab

    With the SmartArt still selected, open the 'SmartArt Design' tab at the top of the screen.

  7. Text Pane

    Select the 'Text Pane' option to ensure the 'Type your text here' box is open.

  8. Enlarge Type Your Text Box Here Window

    Drag the corner of the 'Type your text here' box to make it larger.

  9. Place Your Cursor

    Place your cursor on the first bulleted item in the 'Type your text here' box.

  10. Enter URL

    Enter the URL of your SOV site in the first bulleted item.

  11. Enter

    Press 'Enter' to move your cursor to the second line.

  12. Paste

    Paste the content that you copied from your 'Excel Site Inventory'.

  13. Select

    Select all the items below your SOV site name.

  14. Demote

    Select the 'Demote' option at the top of the screen.

  15. Select

    In the 'Type your text here' box, select all the items between the 'L1' headers.

  16. Demote

    Select the 'Demote' option at the top of the screen.

  17. Select

    In the 'Type your text here' box, select all the items between each 'L2' header.

  18. Demote

    Select the 'Demote' option.

  19. Repeat

    Repeat as necessary for items between the 'L3' and 'L4' headers. This will establish a bulleted list nest/hierarchy for all the page levels of your site.

Optional Design Preferences

  1. Select Content

    Select the 'SmartArt' that was inserted on the page. Helpful Tip: Make sure you select the outermost object. The individual elements should not appear to be selected.

  2. Home Tab

    Go to the 'Home' tab on the top of the screen.

  3. Font Settings

    Update the 'Font' settings to 'Arial' and '10pt'.

  4. Format Tab

    Go to the 'Format' tab on the top of the screen.

  5. Height and Width

    Use the 'Height' and 'Width' settings to adjust the size of the various boxes to ensure text does not overlap the edges. Helpful Tip: Try to achieve as much consistency as possible for the boxes within any heading level. For example, all heading level 1 boxes may be .5” height and 2” width.

  • WebAIM Contrast Checker

    Visit WebAIM to check color combinations with the Contrast Checker.

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  • ContrastChecker.com

    Visit ContrastChecker.com to check color combinations.

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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.

    • By Microsoft
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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.

    • By Perkins School for the Blind
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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 Footnotes and Endnotes

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

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    • ENDNOTE

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Step 6: Run the Accessibility Checker in Word 

Run the Word 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 fixing errors and warnings. This can be done after the document is drafted, but keeping it running as you work is more helpful so you can correct issues as you add content.

  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'.

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Step 7: Remove Comments in Word 

The 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. 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.

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Step 8: Save as a PDF in Word 

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

  1. Remove all comments.
  2. Remove all Paragraph Styles provided in parentheses throughout the template.
  3. Run the Accessibility Checker one final time and correct all errors and warnings.
  4. Run a final spell check.

  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'.

Helpful Tip

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

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Step 9: Run the Acrobat Accessibility Checker 

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

  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.

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