GENERATING DOCUMENTS THAT ARE TO BE USED EXTERNALLY - Microsoft Office 2016: The Complete Guide (2015) 

Microsoft Office 2016: The Complete Guide (2015)

GENERATING DOCUMENTS THAT ARE TO BE USED EXTERNALLY

Saving Documents in Other Formats

In the event that you would like to save a Word document in a format that can be accessible in various way in other programs, you can employ one of either formats.

Rich Text Format (*rtf) - This particular format does not change the document’s formatting.

Plain Text (*txt) - This particular format keeps only the document’s text.

In the event that you want persons to view the document in the same way it was originally created, employ either of the following formats:

PDF (.pdf) - This particular format is the number one choice of large scale printing enterprises. Those who view the documents can see the file in the free Microsoft Reader Program and the file is accessible in Word 2013 or Adobe Acrobat.

XPS (.xps) - This format contains every font image and color so it remains very true to the original document. The file is accessible in the Microsoft Reader Program or the XPS viewer program both of which are free.

Creating Documents that are Accessible

In the event that you make a document that will be shared electronically, especially in the form of a webpage. It is of great importance to determine if it will be available to everyone you want to reach. Think about the following scenarios:

Everyone will definitely not open the document in Word 2013 or the browser that you preview it.

Persons may adjust the font size their default browser to be larger than yours or have a greater zoom size to show the content of their browser.

Some persons may in fact be color blind and have computers set up to show a high-contrast color scheme that adjusts the default color of the text in an effort to make the text more legible.

Persons may be visually challenged and may employ various devices which helps them to “read” the information shown in the document or web page.

Certain browsers may not be designed to show practical page elements.

If it is that you wish to distribute the document on a public webpage, be cognizant of whether or not your potential viewers may search for are available to search engines.

To allow for a more evenly displayed document on the screen, there are steps that can be taken in order to make the document more accessible to search engines and assistive equipment.

Employing a format content instead of using a manual formatting. Persons are able to use a style set with sizeable, readable fonts and high contrast colors so the information increases in size so that they can be better ably read on screen. Plus, when employing heading styles users can simply show a document outline and go to select locations in the document.

When choosing particular colors, utilize the theme colors so that they blend accordingly when users decide to use high-contrast themes.

In the event that your text contains graphics apply a caption to every image and make available an alternative text. This gives a written portrayal of the pictures and its properties. This will be shown on screen when the image can’t be shown on screen. Also allow the text to be wrapped around the pictures by using the in Line with Text setting in an effort to not cause the pictures to interfere with the text.

Do not employ watermarks or assign select background colors, patterns or images that may disrupt the legibility of the document’s content.

Allow information to be displayed in text paragraph inside of text boxes. The information in text boxes may not be available to screen readers.

In an effort to make sure that your content is retrieved in a precise order, present it in text paragraphs instead of tabbed lists or tables. If it is that it is required to present data in a table, amalgamate or separate cells, or nest folders. Disparities in the table’s formatting may allow the assistive devices to wrongly construe the information. If it is that your table takes up several pages, choose the option to repeat the header row in order to allow the headers to be seen and available to assistive devices. Applying alternative text and captions to tables if they are wrongly shown or construed. Do not use tables to assemble content on page because assistive devices might not access the information in the order you may want.

When you are formatting hyperlinks, give a screen tip text.

In deciding whether or not your document is up to accessibility requirements, show the information page of the Backstage view, select the Check for Issues button then select Check Accessibility in order to activate the Accessibility Checker.

This tool tests for conventional accessibility issues and give reasons and advice on rectifying them. You can leave the Accessibility Checker open as work as by default, its contents will be updated showing the current problems. Subsequent to running the Accessibility Checker, details about document content problems is displayed too inside the Inspect Document region of the Information page of the Backstage view.

Creating an Email Hyperlink

Select the email us option found in the last line of the document then go to the Insert tab inside the Links group, select the Hyperlink button.

Select Email Address located in the Link to bar inside the Insert Hyperlink dialog box. Please note that the dialog box adjusts so that you can type in the information suited for an email hyperlink.

As an example, type in the address charliebrown@yahoo.com. Please be aware that as you start to type in the email in the Email Address box. Word will put mailto before the address you type in. When a viewer selects the link, Word will begin to run the viewer’s default email address and make a new email message window accessible.

Type in your main topic inside the Subject box so that it will be typed in the Subject box by default of the new email message window.

Select OK to insert the email hyperlink in the document. Please note that the text that is hyperlinked is still denoted by an underline and its designated color. Placing the cursor on the hyperlink causes the information shown on the hyperlink causes the information shown about the recipient and subject in a ScreenTip.

Right-click the email-us hyperlink then select Edit Hyperlink to make the Edit Hyperlink dialog box accessible. With the current destination for this link within the E-mail Address box.

Select the ScreenTip button found in the upper-right corner of the dialog box to make the Set Hyperlink ScreenTip dialog box accessible.

Type in “Send message to…” for example, inside the ScreenTip text box then select Ok.

Go to the Edit Hyperlink dialog box and select OK in order to update the hyperlink.

Place the cursor on the hyperlink to see the custom ScreenTip.

Press Ctrl and select the email us hyperlink to make the message window accessible.

Exit the message window and select No at the time when you are asked if you want to “save changes”. Please observe that the color assigned to the hyperlink text is also the same color as the rest of the hyperlinks which is in accordance with the document’s theme.

Putting a Cross-Reference to a Document Section.

Select Heading in the Go to What option list, then go to the Enter heading number box, type in “3”. Select Go to and select Close to go section 3.

Select at the conclusion of the fourth paragraph. Press the Spacebar and type in See also section then press the spacebar once more.

Select the cross-reference button sited in the Links group along the Insert tab, to make the Cross-reference dialog box accessible. There it is possible for you to indicate the nature of the item you wish to refer and the content of the cross-reference inserted.

Go to Reference type list and select Heading for all the headings to be displayed.

As the Heading Text is selected in the Insert reference list and select any heading sited in the for Which heading menu. Now select Insert then select Close to put in the heading text in the document.

Place the cursor on the embedded heading text to show a ScreenTip having information on the cross-reference target. In this particular instance press the Ctrl key and then select the cross-reference to navigate to the section 6 heading.

Go to the heading and erase the last word in the title.

Go to section 4.2 and select the title to highlight the cross-reference field.

Right-click the highlighted cross-reference then select Update Field to erase the words from the ends of the cross references.

Press Ctrl and select the cross-reference to go directly to the associated heading.

Showing Document Contents in Fields

Go to the Insert tab inside the Header and Footer group select the Footer button then select Edit Footer to fade the main content and show the footer region at the base of the first page of the document.

Place the cursor inside the blank paragraph of the footer. Select the any button found in the Insert group along the Design tool tab to make that option dialog box accessible.

Go to the Available Formats menu, select the first formats that contains the date and time.

Tick the following check box then select OK to put in the current date and time in the previously chosen format in the document folder.

Press the Tab key. Select the Quick Parts option located in the Insert group along the Design tool tab and select Document Property. Then select Title to pin a field for the Title property of the document.

Now that the title is activated. Press the Right Arrow key to release the selection.

Show the Info page on the screen of the Backstage view. See that in the Properties region, the Title property is adjusted to Office Procedures.

Just at the top of the page tabs, select the Back arrow to back to the document. Place the cursor at the end of the document title in the footer, select the Tab key, type a name in File Name and press the Spacebar.

Select the Quick Parts button found in the Insert group along the Design tab then select Field to make the dialog box accessible.

Go to the Field names menu and select File Name. In the Format list, select Lowercase. Now select OK to create a lower case form of the file name at the end of the footer.

Save the document.

Select the chosen field. Now select the Update button that is seen to update the setting of the chosen field.

Creating a Table of Authorities

Choose the legal reference that you wish to denote with a citation. Select   the Mark Citation button to open the Mark Citation dialog box accessible.

Go to the Short citation box, modify the citation to mirror the form in which you wish it to be displayed in the table.

To indicate one citation, select Mark. To highlight every citation that match the highlighted citation, select Mark All. Word will put in hidden field codes in the document that will be used to recognize the citation

Subsequent to putting in all the citations, make the table of authorities.

Place the cursor at the point you want to put in the table of authorities, select the Insert Table of Authorities button to make the Table of Authorities dialog box available.

Creating a Table of Figures

Click the initial figure or table you wish to caption. Select the Insert Caption button to make the Caption dialog box accessible.

In the event that you want to modify the label displayed in the Caption box, go to the Label list, select Table or Equation; or select New Label, type in the label you want, and then select OK.

Go to the Caption box, select to the right of the label and number, press the Spacebar, type the caption, and then select OK to apply the caption to the document. Also, you can apply only the label as the caption, and then modify the caption in the Word document.

Place the cursor where you wish to put in the table of figures, select Insert Table of Figures to make available the Table of Figures dialog box.

Choose any extra options you wish, select OK to put in a table of figures.