Taming MS Office Applications
How to Understand a Table
The context in which any item occurs always is a key element in understanding it
What is the topic and purpose of a table
Individual cells usually take their meaning from the row and column headers
Take a piece of paper and cut a hole in it the size of a cell and read the table by moving it around the table
Table With Headers Table With Headers
Table Without Headers
Cell row 4 Cell 4
Screen Reader Help for Tables
When people look at tables and read them, without being aware, the eye glances from the cell to its row and column headers providing meaning for that cell
The JAWS screen reader can be told which row and column contains headers and these are read as the user moves from cell to cell
In JAWS insert plus "v" brings up a menu where the user indicates JAWS should read row and column headers and can indicate which row and column contains headers
Repeating table With Headers
Making a Table in Word
In Word, go to table menu and select insert and then select table
For now, select 2 columns and 4 rows and click on OK
Row 1 Column should say name
Row 1 column 2 should say age
Under name put some names like Tom and under age put some ages
Making a Table in Word
It is possible to inform Word of your header choices although this makes no difference for a screen reader
While setting up the table and defining number of rows and columns, also select autoformat and you can identify your header there
Excel Accessibility for Screen Reader
Open Excel and think of row 1 as column headers and column A as row headers
Put some relevant content in the header row and column
Put your cursor in cell A1
You can tell Excel what you have done by going to insert and selecting "name"
Excel Accessibility for Screen Reader
From name select definition and in the entry box write RowTitle and click OK
Return to Name Definition and in the box put ColumnTitle and click OK
Excel understands row 1 to be column headers and column A to be row headers
Be sure to save the spreadsheet with the header information which means JAWS will understand these settings
Sample Spreadsheet<br />
Some Resources
Excel online free training
http://exceltutorial.info/courses.html
Tutorial for putting Excel spreadsheet in a Web page provided by Georgia Tech
http://www.accesselearning.net/mod7/7_12.php
PowerPoint Review
Input content using the title and body fields and avoid features like diagram drawing or the text box
When including an image, remember to format picture and add a text description
For long descriptions use notes
To export use save as outline or send to word outline
Use LecShare for a Web version
Word Review
Use styles and use headers instead of only using larger font
If a picture, use format picture and add a description
For long structured documents include a table of contents
Table and Spreadsheet Review
Word itself will not pass header information to a screen reader
You can help the user by either including header information in the document or telling them some other way
JAWS users will need to use insert V command and define row and columns for table reading
In Excel decide on headers and go to insert name and definition to tell Excel the RowTitle and ColumnTitle which will be part of the spreadsheet. This will be recognized by JAWS
Keep It Simple
If your goal is communicating content, be clear, well organized, use small modules and keep it simple
Most of the features in Office can be made accessible to users with disabilities, but the more complex the output, the more complex it is to make it accessible