TIPS AND TRICKS

Making your MS Word Documents 508 Compliant

One of the things I really love about my job are the opportunites presented to me to learn a new medium or technique that will improve the usability of the many documents that come across my desk. About a year ago, I was asked to make a document 508 Compliant and I will admit that I didn't have the slightest clue where to begin and frankly didn't know too much about the subject. It is safe to say that I was completely intimidated by the whole subject.

Since I am the so-called "Word Expert" of the organization, I had to learn quick, fast and in a hurry in order to comply with our government clients as well as to demonstrate to my colleagues that I am worthy of the title given to me! I am proud to say that I met the challenge successfully and am pretty confident about my ability to make a Word document 508 Compliant.

What is 508?

Click here for complete definition http://www.section508.gov/index.cfm?FuseAction=Content&ID=3.

Steps to Making a MS Word Document 508 Compliant

• Use built in styles to format your document - Formatting content should be done via Microsoft Word Styles, NOT via font.
• Always create tables using the Insert Table feature. Do not use the Tab key or the Draw Table feature. This ensures that the table is identified as a table by the document.
• Never leave cells blank - To indicate an empty cell, type an appropriate term or number (i.e., “0” or “N/A”).
• Graphics and Images should have Alternative Text - The text information associated with a non-text element should, when possible, communicate the same information as its associated element.
• Color should not be used to as the primary means of emphasis - Use an asterisk, border, or other identifier. This doesn’t mean you can’t use color – just not color alone.
• Hyperlinks - All hyperlinks are active and use the full Web address, e.g., http://www.hhs.gov/