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Electronic information accessibility tips, tricks and trainings. November 2019, Issue XI
 New, improved Office templates to be updated periodically
For your convenience, MNIT@DNR will soon load updated branded, accessible Microsoft Word and PowerPoint templates into your computer. The new templates were created by MNIT Enterprise, and branded by the DNR Creative Services Unit. The templates, which help us easily create branded, professional-looking and accessible documents, will be updated periodically as new versions are released.
Employees with PCs will automatically receive the latest templates, which will replace the existing versions. All of the templates can be found by selecting “file” and then “new.” Employees with Macs will need to download the templates from the Branding Resources page of the Intranet.
What are templates?
Templates are files that are pre-formatted in some way to serve as starting points for new documents. The DNR uses templates for things like memos, agendas, reports, PowerPoint slides and more. DNR templates are pre-formatted for accessibility and feature the DNR brand, so they are the best choice to convey consistency and professionalism.
Though the templates have been formatted to assist with accessibility, you will still need to follow best practices such as avoiding “cutting and pasting” from old documents into new templates, and using the Accessibility Checker to check for any errors.
There is no need to upgrade your previous documents to the new templates – just start using the new templates with all future documents.
Notable recent template changes include:
- Additional styles to the “Normal” template on Word, which is the default “blank” template. Employees will be able to start with an empty document and not have to customize styles, fonts and colors
- A “Welcome to Word” document that will introduce first-time users of PowerPoint or Word to the templates
- A new Word template that includes the DNR logo but is otherwise blank
- PowerPoint templates featuring improved conversion to PDF, making them easier to remediate for accessibility, and a few new slide types
- Instructional slides have been added to the PowerPoint template to help users add advanced properties, restore slide layouts, merge slides, use image placeholders, and more
The benefits of recent changes include:
- Integrated styles and built-in how-to instructions
- Less time spent formatting documents
- Less time spent remediating documents for accessibility
- Better-looking documents that align with the state’s brand
Questions? Send an email to colleen.coyne@state.mn.us with Template Question in the subject line.
 Template layout options available in PowerPoint.
Template Tips
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Use them. The templates are there to make your life easier.
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Don't add text boxes to the PowerPoint layouts. They render your presentation inaccessible since text boxes are not read by screen readers.
- One good indicator on whether something will be read is if it shows up in the Outline View (View > Outline View).
- If you absolutely need more text boxes, add an extra text placeholder to the Slide Master (View > Slide Master).
- Remember to fill out the Properties.
Word to PDF: A Conversion Story
If you've done the work to create an accessible Word document, many of the settings, such as headings, alt text and properties, can be transferred to your PDF. But only if you convert properly.
There are two main ways to convert your Word document to a PDF.
Option 1
(For those with Adobe Acrobat Reader or Adobe Acrobat Pro/DC)
- Go to File > Save As. Select PDF (*.pdf) from the "Save as Type" dropdown menu. (1)
- Select the Options button to open the Options menu. (2)
- In the Options menu, make sure that "Document properties" and "Document structure tags for accessibility" are checked. Select OK. (3)
- "Document structure tags for accessibility" should be checked by default. However, it may become unchecked under certain circumstances, such as if you select "minimize size" to reduce the size of your PDF.
- Select Save.
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Important! Adobe Acrobat Reader does not have the capabilities to make your PDF fully accessible. Once a Word document is converted to PDF, several accessibility steps still need to happen. To make your PDF accessible you will need to get Adobe Acrobat Pro or seek assistance from someone with the software.
Option 2
(For those with Adobe Acrobat Pro/DC)
- Open the Acrobat tab and select Preferences.
- Once in the Acrobat PDFMaker menu, open the Settings tab. Ensure these boxes are checked:
- Create Bookmarks
- Add Links
- Enable Accessibility and Reflow with tagged Adobe PDF
- Select OK.
Resources
Trainings
The Science Museum of Minnesota's Computer Education Center is closing for good the end of 2019. If you've been thinking about taking some training, sign up today!
Training options and details
Electronic Information Accessibility Intranet Page
Go-to location for resources, guidance and information.
Designees
Need assistance? Contact your Division Electronic Information Accessibility (EIA) Designee.
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