Microsoft Word
Word at UIC
Ensuring accessibility in digital documents is crucial for inclusivity, allowing individuals of all abilities to access and understand information. Microsoft Word offers several features that help create accessible documents, making content usable for people with disabilities, including those who rely on screen readers, keyboard navigation, and other assistive technologies.
Tips for Making a Word Document Accessible
1. Add Properties to the document
- Adding Title, Subject, and Keywords to the Properties of your Word doc help screen readers and have search benefits.
- To edit Properties in your Word doc, select File –> Properties and go to the Summary Tab. Add Title, Author and Subject/Keywords.
2. Use Headings and Styles
- Apply built-in heading styles (Heading 1, Heading 2, etc.) to structure your document.
- Proper headings help screen readers navigate content efficiently.
3. Provide Alternative Text for Images
- Add descriptive alt text to images, charts, and graphics.
- Avoid using images as the sole means of conveying information.
4. Ensure Sufficient Color Contrast
- Use high-contrast color combinations for text and background.
- Avoid using color alone to convey meaning.
5. Use Meaningful Hyperlinks
- Instead of generic text like “Click here,” use descriptive hyperlinks (e.g., “Download the accessibility guide”).
6. Utilize Lists Properly
- Use numbered or bulleted lists for easy readability and logical structuring.
- Avoid using manually typed dashes or numbers for lists.
7. Enable Proper Table Formatting
- Use simple tables with clear headers.
- Define table headers using the “Table Design” tools in Word.
- Avoid merging or splitting cells excessively.
8. Use Accessible Fonts and Formatting
- Choose readable fonts such as Arial, Calibri, or Verdana.
- Use a font size of at least 12pt.
- Avoid excessive italics or underlining.
9. Ensure Document Language is Defined
- Set the document’s language in Word’s settings to help screen readers interpret the text correctly.
10. Save in an Accessible Format
- When saving the document, use formats such as Word (.docx) or accessible PDFs.
- Ensure PDFs are tagged for accessibility when converting.
Word Accessibility Checker
- Microsoft Word includes a built-in **Accessibility Checker**, a powerful tool designed to help users identify and fix accessibility issues in their documents.
- Located under the “Review” tab, this feature scans the document for potential barriers that could make content difficult for people with disabilities to access.
- The Accessibility Checker provides actionable recommendations, making it easier to ensure that documents are readable and navigable for all users.
Word Accessibility Guides
Access downloadable guides below: