Using Styles in Microsoft Word
Introduction
By the end of this training, you will be able to explain:
- the importance of universal design;
- how Styles add semantic structure to a document;
- how semantic structure enhances useability, especially in long documents;
- how to control layout without extra formatting.
Audience: faculty, staff, and administrators at North Hennepin Community College.
Prerequisites: ability to use Microsoft Word.
Description of content
This training includes three modules.
Module 1–Introductions to Accessibility introduces the concept of universal design. The focus is a document that was produced for a specific visual look, and how that document appears using a computer, an Android Phone, an iPad, and a screen reader.
- Lesson Format: video with voice-over (9:26 minutes)
- Assessment Format: targetted reflection questions (5:00 minutes)
Module 2–Document Structure introduces semantic structure, demonstrating the “behind the scenes” mark-up in a document as well as the displayed result.
- Lesson Format: PowerPoint with annotations (2:48 minutes). Students are encouraged to view the presentation at their own pace.
- Assessment Format: targetted reflection questions (5:00 minutes)
Module 3–Applying Styles provides a basic overview of how to apply styles to a document.
- Lesson Format: video with voice-over and annotations (3:06 minutes)
- Assessment Format: targetted reflection questions (5:00 minutes)
Total training time: 30:20 minutes.
Summary
Many individuals at NHCC do not leverage the full capabilities of Microsoft Word, treating it instead as a glorified type-writer with auto-correct features. This training will help employees use Word more efficiently and productively by providing basic information about Styles.
In addition to enhancing productivity, this training will explain how use of Styles enhances the readability of a document for all users, particularly users of assistive technology, such as screen readers. By leveraging universal design features, this training will help the college continue to move towards full compliance with the Americans with Disabilities Act (ADA).
Effectiveness of Training
This training will be effective because it successfully leverages several multimedia learning principles.
- Multimedia Principle. Both Module 1 and Module 3 use video and narration to leverage the visual and auditory channels for information acquisition. Module 2 uses text and graphics without narration in a self-paced environment to assist with learning of new concepts with a great deal of technical language.
- Contiguity. Wherever possible, printed words are placed near corresponding graphics. To highlight connections, arrows are used to direct the user’s eyes from the text to the appropriate part of the graphic.
- Modality. Both Module 1 and Module 3 use audio narration with minimal use of printed text.
- Redundancy. Printed text is used to highlight key points of the audio narration, rather the providing a word-for-word transcription of the audio narration.
- Coherence. In all cases, graphics are used to support the learning. They include relevant screen shots of documents, and arrows to direct the learner’s attention.
- Personalization. Narration and printed text adopt a casual style, referring to “you.” Narration is delivered in a conversational style. In some cases, the narration may be too soft or too fast to be effective for all learners.
- Segmenting. Styles are introduced in three separate modules, interspersed with review and reflection for the learner.