ACCESSIBILITY FRONT OF MIND Creating Accessible Word Documents

Overview

The focus of this page is creating accessible Microsoft Word documents and how to use the MS Word Accessibility Checker. The key concepts are addressed in the text. However, if more information is wanted or needed, the videos and resources are great supplements.

Making Accessible Word Documents

Use Headings and Styles

Sighted viewers can scan a page and use visual cues enlarged or bold text to find the section of a document they want to read. However, for someone using a screen reader, these visual markups are useless, leaving them to navigate word by word from the start of the document or webpage until they find the section they want.

Using styles and headings will allow a screen reader to navigate from section to section, making for a more convenient experience for the user.

1. 1. Highlight document title, select ‘Heading 1'.
  2. Highlight section titles, select ‘Heading 2’.
  3. Highlight subsection titles, select ‘Heading 3’.

screen cast showing how to add headings in word using the styles menu

Add Alt Text to Images

1. 1. Right-click on the image.
  2. Select ‘Format Picture’.
  3. Click on ‘Alt-Text’ and type a description of the image.
  4. If the image is purely decorative, it is best to have a screen reader skip over it. To do this, make sure the file name is not listed as default alt text. Instead, enter 'null' in the Alt Text field.

Note: Enter Alt Text into the description field, not the title.

screen cast of adding alt text in Word

Use Formatted Lists

To use bulleted or numbered lists, choose Word's formatting tools (not by typing the numbers or dashes yourself). Using the list formatting tool allows assistive technology to determine the length of the list and the reader can understand how the content is organized and how many items are on the list.

This image shows show the process of making an un-ordered list in MS Word

Format Tables Appropriately

By default, assistive technology will read a table from left to right, starting at the top. The relationship between the cells is not defined if it is not formatted correctly. Use MS Word's Table Tools editor to identify the different types of rows and columns.

To create an accessible table:

1. 1. Add a caption to a table - select the table and right-click to access the menu (View step-by-step Instructions: How to Add a Caption to a Table).
  2. Highlight the row that includes the category titles.
  3. Right-click the row and select ‘Table Properties.’
  4. Click the Row tab, and check the checkbox that says "Repeat as header row at the top of each page" (unselect "Allow row to break across pages").

screen cast of adding caption and heading to a table in Word.gif

Spacing/Layout

Many people will use the tab key, space bar, and blank lines or text boxes to move text around and have it display just as they'd like. However, using these tools to format a document will cause accessibility problems. Here are some things to consider:

Columns

To make columns, format them as columns and do not put text on one line and use the tab key to move it over (a screen reader will read it one line at a time, not as columns).

screencast of making columns with the columns tool in Word

Extra Spaces

If there is a series of spaces in a document, someone using a screen reader may assume they have reached the end of a document. To avoid this, use the page break tool to keep content on one page and use the increase and decrease indent tools to move the text over (rather than tabbing or using multiple spaces).

screencast using the page break and indent tools in MS Word

Document Properties

One last, quick step is to go into the document properties (File > Properties > Summary) and fill out the title, author, subject (short description), keywords, language, and copyright status. This allows users to have a bit of information about the document without needing to open it. For someone using assistive technology, this will limit the necessity of opening a document in order to determine if it's the one they're looking for.

screen shot showing word document properties such as Title, Tags, author, etc.

The Accessibility Checker

This is a good tool to check documents for accessibility issues. However, do not totally rely on it. The checker will not catch everything. Also, this checker only works on docs saved as .docx.

PC Users:

1. 1. 1. In Word, go to File and click on 'Check for Issues.'
    2. Select 'Check Accessibility.'
    3. Any errors or warnings will appear in a panel to the right of the document.
    4. Click on the error or warning. The Additional Information box will explain why this is a problem and how to fix the problem.

Mac Users using Word 2016 or Word Online (Office 365):

1. 1. 1. In Word, select the 'Review' tab.
    2. Select 'Check Accessibility.'

ribbon on Word 2016 for Mac with Review tab selected and Check Accessibility highlighted

- - - Any errors or warnings will appear in a panel to the right of the document.
    - Click on the error or warning. The area below the Inspection Results box will explain why this is a problem and how to fix the problem.

Resources: Word and Other Demos

Google Drive and other Productivity Software:

- - How to make a Google (Drive) Document accessible
  - Google Comprehensive Support Documents
  - For questions about the accessibility of other common tools, contact CAT at cat@butler.edu.

Using Styles in Microsoft Word (14 mins)

This video shows how to use headings and styles. Additionally, this video shows how to change the styles - altering the look and format of the font and document in a quick and efficient manner.

Using Styles in Microsoft Word (links to an external site)

Word Color Contrast (1 min 30 sec)

A quick video on how not to use color in MS Word.

Word Color Contrast (links to an external site)

Word 2013 and 2016: Creating Accessible Word Forms (14 mins)

This video covers all the parts of a form and how to make them accessible to those using a screen reader. It also provides instructions on how to lock and unlock the form, so users can only fill out and delete information in the designated areas.

Word 2013 & 2016: Creating Accessible Word Forms (links to an external site)

WebAIM Creating Accessible Word Documents

This is a great resource with instructions for creating accessible Word docs. It also links to instructions for older versions of MS Word (which do not have the same accessibility features).

Microsoft Support Website on Making Documents Accessible

Microsoft provides instructions for the different platforms that can be used for Word that are not included in the instructions above (Mac, iOS, Android, and online).

Accessibility Checklist: MS Word

Another resource to keep on hand to make sure you're formatting your document correctly before distributing it.