Accessible Word Documents

Accessible documents are easier for all people to use. Follow the steps below to create an accessible document.

1. Use the built in tools in Microsoft Word to create appropriate headings. Headings should be in order (one Heading 1 followed by one to many Heading 2's , one to many Heading 3s, etc). The styles menu option allows you to apply the heading styles.
2. Format text for legibility. Format your text so that it is easier for your audience to read. Consider using a sans serif font, setting line spacing to 1.5. Keep text left-aligned when possible to allow users to easily identify new lines. Keep font size at a 11pt or larger.
3. Break content into lists where possible. This will make it easier to read by providing visual structure and highlighting key points.
4. Create accessible tables. Tables should only be used to display tabular data, not for layout. Add header rows/columns using the Table Style options. Also add a caption for your table to describe what it is.
5. Add alt text to images. Use alternative text for all non-decorative images to convey the equivalent information to someone who may not be able to see the image. Keep it short and descriptive. Don’t include “image of” or “photo of”.
6. Use high color contrast. Choose a color for your text and other elements that has a high degree of contrast against the background color. For web content, the standard is 4.5:1 for most text. Avoid light text on light backgrounds and dark text on dark backgrounds.
7. Write descriptive links. Write link text so that it is unique, descriptive, and clear about where the link goes. If sharing documents for printing, consider including both a descriptive link and the full link text.
8. Use the accessibility checker. An accessibility checker is available in all Microsoft products. It is displayed at the bottom of the Microsoft program in the status bar. You can view issues found by selecting the Accessibility icon button in the status bar. While automated checkers won’t catch every issue, they are a great tool to have in your tool set and are a good reminder that we should be thinking about accessibility when creating or editing content.

 To learn more about how to do these steps choose one of the following options:   

• Navigate to the Microsoft Office Suite Module in the Canvas Digital Accessibility Essentials course.
• Try one of these Cheat Sheets from the National Center on Disability and Access to Education (NCDAE) that give instructions specific to Mac or Windows for different versions of Word.
• Watch the Word portions of the Office 365 sessions for courses or web and communications.
• For help converting a specific document or for questions on accessibility, use Request Digital Accessibility Help.