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CommonLook Office Global Access for MS Word User Guide

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Introduction | How Does It WorkUsing CommonLook Office GlobalAccess | Standards Conformance | Quick Start Guide | Additional Training

Introduction

CommonLook Office GlobalAccess is an add-in to Microsoft Word and PowerPoint that enables organizations to ensure the creation of accessible PDF documents and forms without prior knowledge of accessibility.  With CommonLook Office GlobalAccess, content authors can immediately begin making high-quality accessible PDF files that conform to U.S. Section 508, U.S. Department of Health and Human Services (HHS), WCAG 2.0, and/or PDF U/A specifications.

How does it work?

When CommonLook Office Global Access is launched and the user chooses the appropriate accessibility standard, the wizard then tests the document against that standard.  Any issues, or potential issues, are brought to the user’s attention so that they can be addressed prior to PDF generation.  After all of the concerns have been addressed and corrected, a tagged, accessible, compliant PDF is created.

In addition, a report may be generated to certify that the PDF document has indeed passed all of the checkpoints relevant to the selected accessibility standard.

Using CommonLook Office GlobalAccess

  1. Open a .DOC or .DOCX File.
  2. Click CommonLook Office in the ribbon.  The CommonLook Office Tab in the Microsoft Word Ribbon.
  3. Click Create CommonLook PDF.  The Create CommonLook PDF button in the CommonLook Office Global Access ribbon.
  4. Choose the standard to which the final PDF document should comply. When the software opens, it will test the document against the standard chosen.
    The Standards Compliance window when launching CommonLook Office Global Access.  The options are WCAG 2.0, PDF U/A, HHS, and Section 508.
  5. The CommonLook Office GlobalAccess panel will appear on the right of the screen.   The checkpoints that need to be addressed in the document will be in bold font.  (The checkpoints that do not need to be addressed for the particular document will not be bold and will also say “Not Applicable” next to them.)  To manually run a checkpoint refer to the section below on “Manually Running Checkpoint(s).”
  6. Follow the instructions in the yellow box at the top of the CommonLook Office GlobalAccess Panel.  If more information is needed for a particular checkpoint, click the “More” link in the yellow box at the top of the panel.  If corrections need to be made to the document, either close CommonLook Office GlobalAccess to make the changes, or simply make the changes to the Word document from within the CommonLook Office GlobalAccess interface.  When making changes from within CommonLook Office GlobalAccess, be sure to click the “Reload” button.
  7. As errors are fixed, click Next Task to move to the next item.
  8. Once all tasks for the current checkpoint have been completed, the first task in the next applicable checkpoint is displayed.
  9. After all applicable checkpoints have been addressed, CommonLook Office GlobalAccess generates an accessible PDF document.  As previously mentioned, there is also the option to generate a report to certify that the PDF document meets the chosen accessibility standard.

Annotated Documents

CommonLook Office GlobalAccess will not process Word files that contain review markup or comments. When attempting to run CommonLook Office GlobalAccess on such a document, the user will be warned and CommonLook Office will close.  Turn off “Track Changes,” remove comments, etc. and then open CommonLook Office GlobalAccess to make the document accessible.

Manually Running Checkpoint(s)

To manually run a checkpoint once, in the current document, click on the “All Checkpoints” tab (#1), choose the checkpoint from the list (#2), click the “Current Checkpoints” tab (#3) and follow the instructions provided.

Screen shot for how to manually run a checkpoint in CommonLook Office Global Access.

To set the software to run a checkpoint every time a document is tested, click on the “All Checkpoints” tab and choose the checkpoint from the list.  Next, click on the “Checkpoint Preferences” tab.  Finally, click on “Checkpoint Navigation Mode” and, using the dropdown menu, set the mode to “AlwaysStop.”

Alternative Workflows

CommonLook Office GlobalAccess is designed to guide the user through a complete range of accessibility checks prior to saving a Word document to a PDF. The sequence of checks is important; later checks depend on earlier checks.

One may, however, also choose to double-click on a checkpoint in the CommonLook Office GlobalAccess panel to run that checkpoint at any time. This procedure can be useful for testing as the document is written. For example, one might choose to run the Table checkpoint after inserting a table, instead of waiting until the whole document has been completed.

Certain advanced options for the application settings are available by clicking the CommonLook Office Preferences button on the ribbon.  Refer to the page on CommonLook Office GlobalAccess Application Preferences for more information about these settings.

In addition, the checkpoints themselves have options to always run, always skip, or to only be run when applicable.  Refer to the page on adjusting checkpoint navigation preferences.

Standards Conformance

As previously mentioned, when opening CommonLook Office GlobalAccess, the user is asked to choose a standard to which the PDF document should conform.  When used properly, CommonLook Office GlobalAccess will generate PDF documents that conform to U.S. Section 508, U.S. Dept. of Health and Human Services (HHS), WCAG 2.0 (AA), and/or PDF U/A criteria.

Use the Quick Start Guide

Download the “Quick Start Guide” (PDF) and the “Quick Start Document” (Microsoft Word) for step-by-step guidance using CommonLook Office GlobalAccess on a sample Microsoft Word file.

Additional Training

To assist in creating compliant and accessible PDF documents, NetCentric Technologies provides training on the use of our software as well as on using MS Word and PowerPoint with accessibility in mind.  Please visit the training webpage for more information.

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