Minnesota's Office of Accessibility and state subject matter experts updated the Accessible Word Document course to address changes to Microsoft Word, the state’s adoption of Web Content Accessibility Guidelines (WCAG) 2.1, and updated accessibility best practices.

We are pleased to announce the upcoming release of the updated Accessible Word Document training, planned for late July 2024. This training will be available on:

• The State of Minnesota’s Learning Management system (for state employees). 
• The MNIT Office of Accessibility Training public web page (for anyone, including vendors).

Background

In 2016, MNIT’s Office of Accessibility, along with a group of subject matter experts, created the Accessible Word Document course. Changes to Microsoft Word, the state’s Digital Accessibility Standard’s upcoming adoption of Web Content Accessibility Guidelines (WCAG) 2.1, as well as updated accessibility best practices meant we needed to modify the training. 

A cross-agency team of state digital accessibility experts, particularly with creating accessible digital documents, worked together to thoroughly review the training content and enhance accessibility features.

What to Expect from the Updated Training Modules

The Accessible Word Document training consists of seven short modules designed to teach people how to make their documents accessible. While the focus is on Microsoft Word, users can apply the same principles to any document platform, such as Google Docs. The training gives users the ability to take the course one module at a time and gives people the option to return to any one module to refresh their skills.

Updated Course Details

This training has seven modules on how to create accessible Word documents. In addition, there is an eighth module (Module 0) on how to access and use the features found in the training.

• Module 0: How to Navigate this Course.
• Module 1: Introduction to Accessible Documents.
• Module 2: Working with Styles.
• Module 3: Working with Colors.
• Module 4: Formatting.
• Module 5: Working with Tables.
• Module 6: Document Basics and Accessibility Checker.
• Module 7: Converting Word documents to PDF.

Benefits and Features of the Accessible Word Document Training

This new course has been designed to incorporate important changes in creating an accessible Word document, as well as be fully accessible for all people.

Module 0 provides an overview of the helpful features to navigate each module, including a menu of accessibility options and course speed control.

Why should I take the training?

This training helps you create documents that are accessible and usable for all. For state employees, creating accessible documents makes the State of Minnesota a more inclusive workplace. This aligns with our state’s One Minnesota Plan.

The top three reasons to take this updated Word training are:

• Follows the new WCAG 2.1 Guidelines.
• Incorporates state-branded templates.
• Includes updated best practices for document accessibility.

What if I take the training now before the new modules are available? Will my course completion be valid?

Yes, if you take the current training, your course completion will be valid. However, there are new, updated practices and procedures in the upcoming training, and we highly encourage you to also take the updated course when it comes out.

What if I already took this course, do I need to take this again?

While you may not be required to take the course again, we highly encourage you to go through the updated materials.

Are there other trainings I can take to make accessible digital materials?

There are many free and paid training opportunities out there. Subscribe to our monthly newsletter to stay up to date on accessibility topics and training opportunities.

• Visit our Training page for links to courses on accessible PDFs and PowerPoint decks.
• The World Wide Web Consortium (W3C) has a good introduction to accessibility fundamentals.
• State employees can visit the Office of Accessibility extranet for additional, role-specific training.

Why is Digital Accessibility important? What exactly does it cover?

Accessibility matters. Digital accessibility helps ensure everyone, including people with disabilities, has equal access to information, resources and services. This encompasses all things digital, from electronic documents to websites to kiosks.

Can I report an accessibility issue with a state website or digital program? Or offer a digital accessibility suggestion?

Absolutely! MN.gov has a link in the footer, Report an accessibility issue. Use that link to report issues or offer suggestions.