1. The document provides tips for making documents accessible, including minimizing distractions, using text-to-speech features, adjusting formatting and spacing, using highlighting and bullets, and effective file management. 2. Tips for document design include using clear fonts, line spacing, color, and formatting to improve readability for people with disabilities or reading difficulties. 3. Effective file management suggestions include creating organized folders with descriptive names, separating ongoing and completed work, and backing up files regularly.

2. Zooming in
Word

3. Minimise the ribbon
For distraction free working
:
•Remove the rulers
•Minimise the ribbon
•Customise the quick access toolbar
•Use F11 to toggle full screen mode

4. Text-to-speech
Text to speech can make a real difference for those with visual impairments, dyslexia and any other
reading difficulties, making it easier to read digital resources as well as to edit their own writing.
Office 2010
Office 2010 On aaMac
On Mac
Use these commands to add a speech icon to your
toolbar: On a Mac, you can switch text to speech on by
File>options >quick access toolbar> commands not going to:
in ribbon> speak>add>ok.
System Preferences (the black apple top left)
Once activated, you get a speech bubble icon at the >system>speech>text to speech>speak
top of the screen and you can click to have your selected text when the key is pressed> set
highlighted text read back to you. key>OK.
Here’s a how-to video: Then you can highlight any text in a document
or on the web and press your chosen shortcut.
The default voice is Alex, but there are quite a
few different voices to choose from.

5. Text-to-speech on the web
Chrome
Chrome Firefox
Firefox
Chrome Speak can read aloud any selected An add-on which gives Firefox the power of
piece of text within the browser. Once you speech. Select text, right click and your
have installed the extension you simply text is read aloud. You can even download
highlight the text and right click to ‘read the what you just heard as an mp3 file. Right
selected text’ and then right click again to click on 'download mp3' link, select 'save
stop. Chrome uses the default voice available link as', select a location on your computer
with the system, but you can add more to your and it downloads the mp3 audio file. Use it
operating system and select them from the to help with simple word pronunciations, to
Options under Chrome Speak. You can use listen and read along, or to save and listen
the sliders to fine-tune the voice quality and away from the computer.
control the rate, pitch and volume of the
speech.

6. Add sound
A voice note allows you to record your voice on a document to help students with comprehension or
reading difficulties. Students could be taught to use this feature to answer questions orally.
In Word 2007: Add the ‘add voice’
In Word 2007: Add the ‘add voice’
button to the quick access toolbar.
button to the quick access toolbar.

7. Selecting Text
Selecting text options:
The techniques below are more efficient than dragging to highlight selections in order to change the
font, size, or style.
Highlight the entire document: Press the Control key + A. OR Triple click in the left margin when the
cursor is pointing to the right.
Highlight a word: Double click in the word.
Highlight a sentence: Hold the control key and click in the sentence.
Highlight a paragraph: Triple click in the paragraph.
Highlight a specific section: Click in front of the first word to be highlighted. Then hold down the Shift key
and click at the end of the desired section.
Highlight a line: Click once in the margin to the left of the line.

8. Setting style in Word
Set an easy to read style as
Set an easy to read style as
the Default on the Home tab
the Default on the Home tab

9. Auto
Text
AutoText
AutoText can store complete paragraphs or
information that is typed often, reducing the
number of keystrokes needed.
Go to:
Insert>Quick Parts>AutoText

10. Shortcuts
Keyboard shortcuts
Keyboard shortcuts
for speed, motor
for speed, motor
disabilities or visual
disabilities or visual
impairments
impairments

11. Spelling and grammar
Review ribbon
Review ribbon
Red underline - Misspelled word
Green underline ‐ Grammar error
Blue underline ‐ Contextual Spelling error (word used in the wrong context.)

12. Spellchecker
Spell Check Methods:
Right click on the underlined word and choose the correct word from the sub menu.
OR
Keyboard Shortcut for spell check‐Press the f7 key.
OR
Click on the Proofing Errors icon the Status bar in the lower left corner.
OR
Click on the Review Tab. Then click on the Spelling and Grammar option.

13. Dictionary in
Word
Choose from:
dictionary
thesaurus
internet search
translate

14. Thesaurus
Thesaurus: shift F7
Thesaurus: shift F7
Students may know a variety of adjectives but will often choose words they are
comfortable spelling. Use the thesaurus to find synonyms and alternatives.
Right Click on a word, choose Synonym and click on the desired word.
OR
Keyboard Shortcut Shift + F7.
OR
Highlight a word Click on the Review
Bar. Then click on the Thesaurus option.

15. Track
changes
Track Changes
Allows students and teachers to interactively edit a document on the
computer.

16. M aking documents easy to
read
Use clear, easy to read fonts
Sans-serif fonts such as Verdana are easiest to read. Increase the font size for
students with low vision or learning disabilities.
Text Colour
Coloured text draws attention to text and separates ideas.
Background Colour
Some students may benefit from particular background and font colours:
1.Click on the Page Layout tab
2.Click on the down arrow by Page Color.
3.Choose the preferred page color.
A black background with yellow or white font provides contrast for students with
low vision.
Blue is reported as a popular choice for students with learning disabilities.
Yellow and red may be helpful for students with attention disorders.

17. Adjust
spacing
Adjusting the spacing can make documents easier to read:
Line Spacing: provides more white space between the lines.
Character Spacing: helps students to distinguish letters.
Word Spacing: helps students to distinguish words.
Margin Increase: decreases the amount of visual tracking needed.

18. Designing worksheets
•Clear uncluttered format with fewer items on a page
•More white space
•Room to write answers
•Enlarge margins to shorten tracking field
•Large and clear fonts
•Never type in all caps or italics
•Clear simple directions ‐ Bold directions
•Underline, bold or colors to highlight key words or tasks
•Use symbols such as arrows and stop signs to clarify directions
•Give examples and non examples ‐ set apart in a box
•Use borders
www.polk-fl.net/staff/resources/ese/WondersofWord2007 revised.pdf

19. Highlights and bullets
Highlighting
Highlighting
Bullets and numbering
Bullets and numbering
Highlighter tools: use to emphasise important ideas, identify key words, and draw attention to
new concepts.
Bullets and Numbering: use lists to order tasks or to identify important points.

20. Shapes
Shapes
Shapes
Use coloured arrows, stop signs, callouts and smiley faces for encouragement and reminders. Use flow
charts to order tasks. You may type in most shapes if you right click on the shape and choose Add
Text. Callouts allow you to just click in the shape and type.

21. Smart Graphics in Word
Smart Graphics can help organise ideas for revision or in preparation for writing.
•Select the Insert tab.
•Click on the SmartArt icon.
•Choose graphics.
•Move the Smart Art by right clicking on the item
•Type text in the graphics.
•Choose colours.
•Use text wrapping to place in document.

22. Move an image in Word
Placing images
Placing images
Use Text Wrap to place images:
1.Right click on the image.
2.Choose Text Wrap from the sub menu.

23. File management
•Place all documents in ‘My Documents’
•Place all documents in ‘My Documents’
••Createfolders in ‘My Documents’
Create folders in ‘My Documents’
••Usefolders within folders
Use folders within folders
••Fileas you go
File as you go
••Keepdesktop tidy
Keep desktop tidy

24. File management
••Useplain, short names for folders, lowercase, no spaces
Use plain, short names for folders, lowercase, no spaces
••Beconsistent and specific with names
Be consistent and specific with names
••Namingshould make the contents obvious
Naming should make the contents obvious
•Use dates for folders and files
•Use dates for folders and files
••Separateongoing and completed work
Separate ongoing and completed work
••Uselibraries
Use libraries

25. File management
••Use ‘find files’ and ‘recent items’ in Start menu
Use ‘find files’ and ‘recent items’ in Start menu
••View thumbnails or icons
View thumbnails or icons
••Spring clean files regularly
Spring clean files regularly
••Be selective about the files to keep
Be selective about the files to keep
••Back up files regularly
Back up files regularly
••Don’t rely on a stick
Don’t rely on a stick
••Put a shortcut to documents on the desktop
Put a shortcut to documents on the desktop
More tips here