Word Accessibility

Accessibility in Microsoft Word

Microsoft Word Accessibility

Microsoft Word is currently the most common word processor on the market. Word files can also be the starting point for other files, such as PDF and HTML. Having the correct tools to create accessible Word documents is imperative to improving your institution's accessible content.

Accessibility Cheat Sheets

Best Practices for Creating Accessible Word Documents

Document Structure

  • Use Heading Styles: Always use Word's built-in heading styles (Heading 1, Heading 2, etc.) to create a logical document structure that screen readers can navigate.
  • Create a Table of Contents: For longer documents, include a table of contents generated from your heading styles.
  • Use Lists: Format lists using Word's built-in numbered or bulleted list features rather than manually typing numbers or symbols.

Text and Formatting

  • Use Sufficient Contrast: Ensure text has sufficient contrast against its background (4.5:1 for normal text, 3:1 for large text).
  • Avoid Text in Images: When possible, use actual text rather than images of text.
  • Don't Rely on Color Alone: Never use color as the only way to convey information.
  • Use Simple Language: Write in clear, concise language and avoid complex jargon when possible.

Images and Media

  • Add Alt Text: Right-click on images, select "Edit Alt Text," and provide concise descriptions.
  • Mark Decorative Images: For decorative images, mark them as such in the alt text panel.
  • Use Simple Tables: Keep tables simple with clear headers and avoid merged cells when possible.
  • Add Table Headers: Identify header rows in tables using the "Repeat Header Rows" feature.

Links and Navigation

  • Use Descriptive Link Text: Avoid "click here" or "read more" - use descriptive text that makes sense out of context.
  • Check Reading Order: Use the "Reading Order" panel in the Accessibility Checker to ensure content flows logically.
  • Add Bookmarks: For long documents, add bookmarks to help with navigation.

Using Word's Accessibility Checker

Microsoft Word includes a built-in accessibility checker that can help identify and fix accessibility issues:

  1. Go to File > Info > Check for Issues > Check Accessibility
  2. Review the accessibility issues found in the Accessibility Checker pane
  3. Select an issue to see why it matters and how to fix it
  4. Make the recommended changes to improve your document's accessibility

Running the accessibility checker before finalizing any document is a good practice to ensure your content is accessible to all users.

Additional Resources

Click on the Next button below to continue on in this module.