How to Create Accessible Word Documents

1. Click on File found in the Word menu

2. Click Info

3. Under Properties, add the Title and Author if needed

• Use Styles found in the Home tab of the Ribbon

• Modify the heading format by right mouse clicking on the Heading in the Styles panel

• Emphasis style is for italics and Strong is for bold

• Tip: Turn on Navigation Pane in Word to see the structure. Click on View in the Ribbon and turn it on under Show section

• Do not start alt text with “picture of“ or “graphic of”

• Validate auto-generated alt text

• Include enough information for end user

• Exclude information found near the image (example: caption below image)

• Include alt text for images with hyperlink

• Tip: You can turn on/off the Automatic Alt Text setting found in File > Options > Accessibility

• Write link text where it is going, for example IT Accessibility

• Do not use “click here”, “learn more”, “read more”

• Do not underline text that is not a link because keyboard users may think it is a link that is inaccessible

• Use only data for tables

• Designate top row as the header for each column

• Turn on Repeat Header Row (found under Layout menu item when table is highlighted)

• Add Alt Text to the table

• Cannot create accessible table if using split cells, merged cells, or nested tables in Word when exporting to PDF

• Tab through each cell to check for navigation (left to right and down)

Detailed information and steps to ensure adequate color contrast.

• Creates inconsistent spacing, which can force the reader’s eyes to “jump” when reading

• Becomes a serious issue with using assistive technologies (AT), for example screen magnifiers

• Microsoft Office

  • Click on Review in the Ribbon and then Check Accessibility

  • Turn on Navigation Pane

• HuskyCT/Blackboard Ally

  • For courses and websites

• Be sure to OCR the document before scanning to PDF