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
- Instructions to Edit the State of Vermont Word Report Template
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.
-
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.
-
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.
Instructions to Edit the State of Vermont Word Report Templates
- Step 1: Create a Template File
- Step 2: Create a New Document
- Step 3: Edit the Document Properties
- Step 4: Open the Styles Panel
- Step 5: Add Content
- Step 6: Update Table of Contents and Figures
- Step 7: Run the Accessibility Checker
- Step 8: Remove Comments
- Step 9: Save as a PDF
- Step 10: 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 1: 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.
- Open
Open the template in your web browser.
- Editing
Select the 'Editing' menu in the upper right to expand the editing options.
- Open in Desktop App
Select the 'Open in Desktop App' option.
- Save As
Select the ‘File’ menu at the top of the screen and 'Save As'.
- File Type
Place your cursor in the 'File Type' field where Word Document (*.docx) appears.
- Word Template
Select the 'Word Template (*.docx)' option in the list.
- Go To the Recommended Folder
Select the 'Go to recommended folder' link.
- Save
Select 'Save'.
- 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.
Step 2: 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.
- New
Select the ‘File’ menu at the top of the screen and 'New'.
- Personal
Select the 'Personal' tab to see the template you previously saved.
- Template File
Select the template file. The actual name will vary depending on the version of the file.
- Save As
Select the ‘File’ menu at the top of the screen and 'Save As'.
- Enter the File Name Here
Place your cursor in the 'Enter the file name here' field.
- Navigate
Navigate to where you wish to save the file.
- 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).
- Save
Select 'Save'.
-
Create a Document
Watch a video from the Microsoft Support section to learn how to create a document in Word.
-
Create Accessible File Names
Watch a video from the Microsoft Support section to learn how to create accessible file names.
Step 3: 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 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.
- Info
Select the ‘File’ menu at the top of the screen and 'Info'.
- Show All Properties
Select 'Show All Properties' at the bottom on the right.
- 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.
- Author
Update the document author.
- Remove Person
Right-click on the current author and select 'Remove Person'.
- Add an Author
Select the 'Add an author' field.
- Address
Select the 'Address' book button.
- Search
Place your cursor in the 'Search' field.
- Last Name of the Author
Type the last name of the author and press 'Enter'.
- Select
Select the correct author from the search results.
- To
Select 'To'.
- Ok
Select 'Ok'.
- Back Arrow
Select the back arrow at the top of the screen to return to the template.
- 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.
Step 4: Open the Styles Panel
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.
- Home
Navigate to the 'Home' menu at the top of the screen.
- Styles Dialog Launcher
Select the 'Styles Dialog Launcher' button (down arrow) in the lower right-hand corner of the ‘Styles’ section of the ribbon.
- Styles Panel
This opens the 'Styles' panel.
Helpful Tip for the Styles Panel
In the 'Styles' panel, paragraph and character styles are distinguished by ‘a’ or ‘¶a’. The ‘a’ are character styles, and ‘¶a’ are paragraph styles.
-
Improve Accessibility with Heading Styles
Watch a video from the Microsoft Support section to learn about improving accessibility with heading styles.
Step 5: Add 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.
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:
- Select the ‘Layout’ menu at the top of the screen and select the 'Columns' dropdown arrow.
- Select the ‘More Columns’ option.
- The dialogue box that appears details the number and width and spacing of each column.
- Select 'Ok' to return to the template.
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) Executive Summary or Section Introduction
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.
Accessible Accommodations Statement
An accessible accommodations statement has been included in the templates. This statement helps users 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, contact:
Name, Title
Agency/Department
first.last@vermont.gov, 802-000-0000
Note About Images in the Templates
Any images in the templates are from Microsoft Stock Photos. You can utilize other Microsoft Stock Photos or images you acquired elsewhere.
To utilize images that you have acquired elsewhere:
- Backspace
Select the photo and press ‘Backspace’ to delete. A paragraph symbol (¶) appears on the line where the photo was inserted.
- Move Cursor
Place your cursor at the beginning of the line where the photo was inserted.
- Insert
Open the 'Insert' menu at the top of the screen.
- This Device
Select the 'Picture' icon and select 'This Device'.
- Insert
Navigate to your picture file and select 'Insert'.
- Styles Panel
Once inserted, select the image and designate the 'Normal' paragraph style in the 'Styles' panel.
- Picture Format
Open the 'Picture Format' menu at the top of the screen.
- 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.
- Crop
Select ‘Crop’ and make the height 2.75” to set the maximum height of your picture.
- Alt Text
Select 'Alt Text' to open the 'Alt Text' panel.
- Remove Default Alt Text
Select any default text in the 'Alt Text' field and press backspace to delete the content.
- Add Alt Text
Enter your alt text into the 'Alt Text' field.
To utilize Microsoft Stock Photos:
- 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.
- Move Cursor
Place your cursor at the beginning of the line where the photo was inserted.
- Insert
Open the 'Insert' menu at the top of the screen.
- Illustrations
Select the 'Pictures' dropdown arrow from the 'Illustrations' section.
- Stock Images
Select 'Stock Images'.
- Search
Search for options available within Word. When photos are inserted this way, they have alt text by default.
- Select
Once you locate a new image, select it.
- Insert
Select 'Insert (1)' at the bottom of the window.
- Picture Format
Open the 'Picture Format' menu at the top of the screen.
- Alt Text
Select 'Alt Text' to open the 'Alt Text' panel.
- Remove Default Alt Text
Select any default text in the 'Alt Text' field and press backspace to delete the content.
- Mark as Decorative or Add Alt Text
Select the 'Mark as decorative' checkbox or enter alt text into the 'Alt Text' field.
- Place Your Cursor
Place your cursor on the portion of content you would like to edit.
- 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.
- 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.
- 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.
- 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.
- Place Your Cursor
Locate the content you want to change (e.g., 'Heading 1'). Place your cursor anywhere in the content of 'Heading 1'.
- Styles Panel
On the 'Styles' panel, 'Heading 1' becomes highlighted.
- Down Arrow
A small down arrow is on the right side of the listing for 'Heading 1'.
- Modify
Select the down arrow and select 'Modify'.
- Color List
Open the 'Color List'.
- Select Color
Select a different color from the established State of Vermont template options.
- Ok
Select 'Ok'.
- 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.
- Select Text
Select the text you want to hyperlink.
- Link
Right-click and select 'Link'.
- Existing File or Web Page
Select 'Existing File or Web Page' in the 'Link to:' section.
- Text to Display
In the 'Text to display:' field, the text that you highlighted will be displayed.
- Address
Place your cursor in the 'Address:' field at the bottom of the window and enter the URL for your hyperlink.
- Ok
Select 'Ok' to create the hyperlink.
Helpful Tip for Hyperlinks
When the hyperlink is created, the character style of the text changes to 'Hyperlink'. Don't change the 'Hyperlink' style or remove the underline. It is set to Microsoft default blue for unclicked hyperlinks and purple for clicked hyperlinks. This formatting is reserved for hyperlinks.
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.
- Place Your Cursor
Place your cursor in the template where you want to add a picture.
- Insert
Open the 'Insert' menu at the top of the screen.
- This Device
Select the 'Pictures' icon and 'This Device' from the options provided.
- Insert
Navigate to your picture file and select 'Insert'.
- Styles
Once inserted, select the picture and the 'Normal' paragraph style in the 'Styles' panel.
- Picture Format
With the picture still selected, select the 'Picture Format' menu at the top of the screen.
- 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.
- References
With the picture still selected, open the 'References' menu at the top of the screen.
- Insert Caption
Select 'Insert Caption'.
- Label
Ensure the 'Label' is set to 'Figure' and the 'Position' is set to 'Below selected item'.
- Ok
Select 'Ok'.
- Caption
The new caption is added and automatically designated with the 'Caption' paragraph style.
- Edit the Caption
Edit the caption to provide a detailed description of the picture.
- Copy the Caption
Select the caption, and right-click and copy the text.
- Picture Format
Open the 'Picture Format' menu at the top of the screen.
- Alt Text
Select 'Alt Text' to open the 'Alt Text' panel.
- Remove Default Alt Text
Select any default text in the 'Alt Text' field and press backspace to delete the content.
- Paste the Caption Text
Right-click and paste your caption into the 'Alt Text' field.
Helpful Tip for Captions
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 for longer documents.
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
- Insert
Open the 'Insert' menu at the top of the screen.
- Icons
Select 'Icons' from the 'Illustrations' section.
- Search
Search for options available within Word. When icons are inserted this way, they have alt text by default.
- Select
Once you locate a new icon, select it.
- Insert
Select 'Insert (1)'.
- Graphics Format
Open the 'Graphics Format' menu at the top of the screen.
- Alt Text
Select 'Alt Text' to open the 'Alt Text' panel.
- Select Text
Select any default text in the 'Alt Text' field and press backspace to delete the content.
- Mark as Decorative
Select the 'Mark as decorative' checkbox or type your alt text into the 'Alt Text' field.
Change Existing Icons
- Select
Select the icon that you would like to change.
- Graphics Format
Open the 'Graphics Format' menu at the top of the screen.
- Change Graphic
Select 'Change Graphic' and select 'From Icons'.
- Search
Search for options available within Word. When icons are inserted this way, they have alt text by default.
- Select
Once you locate a new icon, select the icon.
- Insert
Select 'Insert (1)'.
- Graphics Format
Open the 'Graphics Format' menu at the top of the screen.
- Alt Text
Select 'Alt Text' to open the 'Alt Text' panel.
- Select Text
Select any default text in the 'Alt text' field and press backspace to delete the content.
- 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.
- Select
Select a picture or icon that should be marked as decorative.
- Picture Format
Open the 'Picture Format' menu at the top of the screen.
- Alt Text
Select 'Alt Text' to open the 'Alt Text' panel.
- Select Text
Select any default text in the 'Alt text' field and press backspace to delete the content.
- 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
- Place your Cursor
Place your cursor in the template where you want to add a chart.
- Insert
Open the 'Insert' menu at the top of the screen.
- Chart
Select the 'Chart' button.
- Type of Chart
Select the type of chart you would like to add on the left of the 'Insert Chart' window.
- Insert Chart
Choose the desired chart sub-type on the right of the 'Insert Chart' window.
- Ok
Select 'Ok'.
- Enter Data
Update the details in the chart grid to reflect your data.
- Close
Select 'X' to close the grid.
- Styles Panel
With the chart/graphic selected, select the 'Normal' paragraph style in the 'Styles' panel.
- Format
With the chart/graphic selected, open the 'Format' menu at the top of the screen.
- 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.
- References
With your chart/graphic still selected, select the 'References' menu at the top of the screen.
- Insert Caption
Select 'Insert Caption'.
- Label
Ensure the 'Label' is set to 'Figure' and the 'Position' is set to 'Below selected item'.
- Ok
Select 'Ok'.
- Paragraph Style
The new caption is automatically designated with the 'Caption' paragraph style.
- 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.
- Select Caption Text
Select the text you just added, and right-click and copy the text.
- Select the Chart
Select the chart.
- Format
Open the 'Format' menu at the top of the screen.
- Alt Text
Select 'Alt Text' to open the 'Alt Text' panel.
- Select Text
Select any default text in the 'Alt text' field and press backspace to delete the content.
- Paste
To set your caption as 'Alt Text', right-click and 'Paste' your content into the 'Alt Text' field.
Change a Chart Type
- Select
Select the chart.
- Chart Design
Open the 'Chart Design' window at the top of the screen.
- Change Chart Type
Select 'Change Chart Type' on the far right.
- Select Chart Type
Select the desired chart type on the 'Change Chart Type' window.
- Ok
Select 'Ok'.
- 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.
- Copy the Caption
Select the text you just added, and right-click and copy the text.
- Select the Chart
Select the chart.
- Format
Open the 'Format' menu at the top of the screen.
- Alt Text
Select 'Alt Text' to open the 'Alt Text' panel.
- Select Text
Select any default text in the 'Alt text' field and press backspace to delete the content.
- Paste
To set your caption as 'Alt Text', right-click and 'Paste' your content into the 'Alt Text' field.
Helpful Tip for Captions
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 for longer documents.
The template includes two preset table styles. To insert a new table, follow the steps below.
- Place your Cursor
Place your cursor in the template where you want to add a table.
- Insert
Open the 'Insert' menu at the top of the screen.
- Insert Table
Select 'Table' and select 'Insert Table'.
- Ok
Enter the desired number of columns and rows and select 'Ok'.
- Layout
With your cursor in the new table, open the 'Layout' tab at the top of the screen.
- Select Table
Choose 'Select' and 'Select Table' at the left of the screen to highlight the entire table.
- Table Design
Open the 'Table Design' menu at the top of the screen.
- Table Styles
The two leftmost style options within the 'Table Styles' are 'SOV Table Style Option 1' and 'SOV Table Style Option 2'.
- 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.
- Add Content
Add content to the table.
- 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.
- Place your Cursor
Place your cursor in the location where you would like to add a footnote or endnote.
- References
Open the ‘References’ menu at the top of the screen.
- Insert Footnote
Within ‘Footnotes’, select ‘Insert Footnote’ or ‘Insert Endnote’.
- Add Text
Add the text for the new footnote or endnote, including the reference number.
- 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
Visit WebAIM to check color combinations with the Contrast Checker.
-
ContrastChecker.com
Visit ContrastChecker.com to check color combinations.
-
Create Accessible Links in Word
Review a video from the Microsoft Support section to learn how to create accessible links in Word.
-
Insert Pictures
Visit the Microsoft Support section to learn how to insert pictures.
-
Add Alternative Text
Visit the Microsoft Support section to learn to add alternative text to a shape, picture, chart, SmartArt graphic, or other object.
-
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.
-
Write Effective Alt Text
Visit the Microsoft Support section to learn everything you need to know to write effective alt text.
-
Improve Accessibility with Alt Text
Review a video from the Microsoft Support section to learn how to improve accessibility with alt text.
-
Insert Icons in Microsoft Word
Review a video from the Microsoft Support Section to learn how to insert icons in Word.
-
Create Accessible Tables in Word
Review a video from the Microsoft Support section to learn how to create accessible tables in Word.
-
Insert Footnotes and Endnotes
Review a video from the Microsoft Support section to learn how to insert footnotes and endnotes.
Step 6: Update the Table of Contents and Figures
The report templates include a Table of Contents and a Table of Figures for easy document navigation. Both elements are developed with paragraph styles that have been established to complement the template and meet accessibility best practices. The styles display the hierarchy and complement the formatting of the headings used throughout the document.
- Table of Contents
Once you have completed the body of your report, navigate to the 'Table of Contents’.
- 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.
- 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'.
- Paragraph Syles
The Table of Contents is updated with preset Paragraph Styles.
Helpful Tip for Editing the Table of Contents
You are able to edit or trim the content that auto populates when updating the 'Table of Contents', but it if you select ‘Update Table’ again after making edits, your changes will be overwritten.
- Table of Figures
Once you have completed the body of your report, navigate to the 'Table of Figures’ below the Table of Contents.
- Place your Cursor
Place your cursor in any part of the text for the listed figures.
- References
Open the 'References' tab on the top of the screen.
- 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.
- 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'.
- Paragraph Styles
The Table of Figures is updated with preset Paragraph Styles.
Helpful Tip for Editing the Table of Figures
You are able to edit or trim the content that auto populates when updating the 'Table of Figures', but it if you select ‘Update Table’ again after making edits, your changes will be overwritten.
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.
- View
Open the ‘View’ tab at the top of the screen.
- Navgation Pane
Within ‘Show’, check ‘Navigation Pane’ to open the ‘Navigation Pane’.
- 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.
-
Update the Table of Figures
Review a video from the Microsoft Support section to learn how to insert a table of figures.
-
Using the Navigation Pane
Review a video from the Microsoft Support section to learn how to use the navigation pane in Word.
Step 7: Run the Accessibility Checker
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.
- Review
Open the 'Review' menu at the top of the screen.
- Check Accessibility
Select 'Check Accessibility' to open the 'Accessibility' panel.
- Review the Accessibility Panel
Review the 'Accessibility' panel for any 'Errors' or 'Warnings'.
- 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.
-
Improve Accessibility with the Accessibility Checker
Visit the Microsoft Support section to learn how to improve accessibility with the Accessibility Checker.
Step 8: Remove Comments
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.
- Review
Open the 'Review' menu at the top of the screen.
- Show Comments
On the 'Show Comments' button, select the down arrow and select 'List' to open the 'Comments' panel.
- Review Comments
Review each comment to make sure there are no remaining items to address.
- Comment Options
At the top of each comment is a series of three dots.
- Delete Thread
Select the three dots and 'Delete Thread' to remove each comment.
Step 9: Save as a PDF
Before creating a PDF of the Word document, make sure the following steps have been completed:
- Remove all comments.
- Remove all Paragraph Styles provided in parentheses throughout the template.
- Run the Accessibility Checker one final time and correct all errors and warnings.
- Run a final spell check.
- Acrobat
If you have Adobe Acrobat Pro DC, open the 'Acrobat' tab at the top of the screen and select 'Create PDF'.
- File
If you have Adobe Reader, open the 'File' menu at the top of the screen and select 'Save as Adobe PDF'.
- Navigate to File Folder
Navigate to the location where you would like to save your PDF.
- Save
Select 'Save'.
Helpful Tip for Creating a PDF
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'.
-
Save or Convert to PDF or XPS in Office Desktop Apps
Visit the Microsoft Support section to learn how to save or convert to PDF in Office desktop apps.
-
Create Accessible PDFs
Visit the Microsoft Support section to learn how to create accessible PDFs.
Step 10: 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.
- Open
Open your PDF.
- Menu
Open the 'Menu' at the top of the screen and select 'Document properties'.
- 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.
- Ok
Scroll down to the bottom of the window and select 'Ok'.
- Prepare for Accessibility
Select the 'All tools' menu, 'Prepare for accessibility', and 'Check for accessibility'.
- Accessibility Checker Options
On the 'Accessibility Checker Options' window, select 'Select All' to ensure all options are checked.
- Start Checking
Select 'Start Checking'.
- Accessibility Checker
A new 'Accessibility Checker' panel opens with details of any accessibility issues within your PDF file.
- 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.