How to Create Accessible Microsoft Word Documents Authors: Devon Wellington and Jillian ReynoldsDate: March 15, 2018

We know accessibility is important, and that your documents need to be accessible to all users, but where do you begin? What tools should you use? Creating accessible documents may seem overwhelming, but fortunately there are small changes you can make in an effort to make your materials more accessible.

This tutorial will provide guidance on how to: (1) Use the accessibility checker; (2) Use built-in features; (3) Provide alt-text; (4) Use descriptive links; (5) Check for color; and (6) Use accessible fonts and styles.

1. Use the Accessibility Checker The accessibility checker, available to all Microsoft Suite programs, is your jumping-off point for figuring out what accessibility issues you need to address. The Accessibility Checker checks your file against a set of rules that identify possible issues for people who have disabilities. Each issue is classified as an Error, Warning, or Tip, and guides you through the steps to correct these issues.

Steps to Check for Accessibility1. Run the accessibility checker. To find the checker:

Click “File” at the top left of your screen and you see an Info menu of options Click “Check for Issues,” the second available option on the Info page And, select “Check Accessibility,” the second available option from the dropdown menu

2. Inspection Results. These will appear in the Accessibility Checker panel on the right-hand side of the screen. From there, choose an error or warning you’d like to address. In the example below you can see

that when you select “Picture 1” under “Inspection Results” Word provides “Additional Information.” Here you can see guidance for resolving the issue in the “Why Fix” and “How To Fix” sections.

Use these built-in features and you will be another step close to creating accessible materials! Check out our other posts from our six-part series, “How To Create Accessible Microsoft Word Documents,” for more tips on creating accessible documents.

Resources Make your Word documents accessible Resolving Accessibility Issues on Your Mac Rules for the Accessibility Checker Video: The Screen Reader End User Experience

2. Use Built-in Features to Create Meaningful Headers and Structure

Headers serve several purposes. Upon a brief scan of the document, they give the reader a quick summary of the document’s main ideas and content organization. They also improve the ability of a screen reader to accurately capture the structure and hierarchy of the document. From the Home tab, select built-in headers from the Styles bar of the Home tab. You’ll notice that Word provides built-in suggestions for what to use as a title header, and subsequent sub headers (Heading 1, Heading 2), subtitles, quotes, etc.

It is also helpful to use the bullets and numbering features in Word to build out the structure of the document (as opposed to using the space bar, tab bar, or other workarounds). From the Home tab, find these options on the Paragraph bar of the Home tab.

If you have used the headers as described above, you can also easily add a table of contents. This is automatically accessible and also allows a user with a disability to navigate different sections easily, without having to scroll through each page.

To create the Table of Contents, go to the References tab and select “Table of Contents.” From there, you can select the style from the drop-down menu or create your own custom table.

Use these built-in features and you will be another step closer to creating accessible materials! Check out our other posts from our six-part series, “How To Create Accessible Microsoft Word Documents,” for more tips on creating accessible documents.

Resources How to Customize Your Headers University of Washington: Creating Accessible Documents in Microsoft Word University of Washington: Providing Structure in Web Pages and Documents Web Accessibility Initiative: Web Accessibility Tutorials – Headings

3. Provide Alternative Text for GraphicsAlt-text provides a non-visual description of a picture, graph, table, or chart and allows a screen reader to read a description of a picture to someone who has visual impairments. It must describe the content and function of the graphic, and should be 120 characters or less. If a graphic is purely decorative, use alt “”.

To add alt text, right click on the image and select “Edit Alt Text.”

You’ll see the Format Picture side bar pop up on the right-hand side of the page. Select the Layout & Properties options. From here you can select the Alt Text drop down and then you can fill in the title and description.

If you haven’t added alt text (or added alt text properly) you might see the following error when you check your accessibility (see our guide for checking accessibility here). When you select the error, the accessiblity checker will point you to the exact picture that needs alt text.

Pro tip! If there are several elements to a picture, sometimes it’s easier to use the snipping tool to get all of the elements in one image. This is especially true for graphs or charts. Doing this avoids having to provide alt text for each line or added feature.

For example, in the following picture, you would need to provide alt text for each box and arrow. Not only is this laborious, but it also doesn’t really provide accessibility. An individual with disabilities is going

to want to know what all of Figure One consists of – the individual elements described don’t provide equality in terms of contextual understanding.

To use the snipping tool, go to the Start menu at the bottom left of your screen and select or search for the Snipping Tool.

When the Snipping Tool launches, select “New.” From there select the area of your screen you want to capture and copy+paste that picture into your document. Now you can add alt text to the picture as a whole.

Use these quick tips and you’ll be on your way to creating a more accessible materials! Check out our other posts from our six-part series, “How To Create Accessible Microsoft Word Documents,” for more tips on creating accessible documents.

Resources Web Accessibility Tutorials: Tips and Tricks WebAIM: Alternative Text

4. Use Descriptive LinksHyperlinked text should describe the content to which it is linked and the link’s destination. A screen reader will announce the presence of a link and read the text that follows. Therefore, it is important to avoid the use of ambiguous terms (e.g., “click here,” “link") or write out a full URL address.

Example of sentence with hyperlinked text Strong or weak?

Why?

Learn more about digital accessibility here. Weak Lack of information about destination Lack of information about content

Learn more about digital accessibility here https://www.ctdinstitute.org/sites/default/files/file_attachments/Digital-Toolkit-Update-508.pdf.

Weak Not screen reader-friendly, as screen reader will read each letter and character

Learn more about digital accessibility in the Digital Accessibility Toolkit.

Strong Clear description of destination Clear description of content

In addition to using descriptive links, you can also edit the ScreenTip. The ScreenTip is the text displayed when your cursor is placed over hyperlinked text. In Example 1 the ScreenTip has not been edited, and displays the full web address to the linked content. This is the default for hyperlinked text. In Example 2, the ScreenTip has been edited to read “Access the Digital Accessibility Toolkit here.”

Example 1

Example 2

Below are steps to guide you through the two approaches you can use to make your hyperlinks more accessible: (1) Adding descriptive text, and (2) adding a description of the link using the ScreenTip.

Steps to Add Descriptive Text1. Copy the web address to which you are linking your content. 2. Use your cursor to highlight the text that will be hyperlinked, then right click, and select

“Hyperlink.”

3. Paste the web address in the “Address” field and press OK.

Steps to Add a Description Using the ScreenTip Feature1. Start with the same process used to add descriptive text and highlight the text that will be hyperlinked, right click, and select “Hyperlink.”

2. Next, click “ScreenTip.”

3. Once you click on the “ScreenTip” box, a window will pop up. Enter the text in the “Set hyperlink ScreenTip” pop up box, then click “OK.”

Use these features and you will be another step closer to creating accessible materials! Check out our other posts from our six-part series, “How To Create Accessible Microsoft Word Documents,” for more tips on creating accessible documents.

Resources Oregon State University – Accessibility: Descriptive Links University of Washington: Using Meaningful Link Text WebAIM: Links and Hypertext

5. Consider ColorUse of color has the ability to enhance a document when used to emphasize font, tables, and graphics, etc., but can also create challenges for users with visual impairments. Color should not be the sole means to convey meaning and attention should be paid to the contrast between colors.

Here are a couple poor examples of accessible color contrast:

Here are a couple good examples of accessible color contrast:

Although this a more common issue in a software like PowerPoint, if you are adding background and foreground colors in Word, you should check for accessibility. The Accessibility Checker in the Microsoft Office Suite does not alert color contrast issues, instead, use this simple color contrast checker from WebAIM.

RBG Code to Hex CodeWebAIM does require you to use the hex code instead of the RGB value provided in Office tools. A hex code is a six-digit hexadecimal number used to represent colors, while a RGB code is based on a color system of differing combinations of red, green, and blue to get a final color.

Steps to Changing a RGB Code to Hex CodeLet’s use an example to practice changing from an RGB value to a hex value, and checking accessibility in the WebAIM tool:

1. To check the RGB value of the text, simply highlight the text and select the Format tab in the toolbar:

2. Once in the Format tab, look to the section called WordArt Styles and select the text fill option. This will give you a drop down menu. On the drop down select the “More Fill Colors” option:

The five boxing wizards jump quickly. The five boxing wizards jump quickly.

The five boxing wizards jump quickly. The five boxing wizards jump quickly.

The five boxing wizards jump quickly.

3. You will get a pop-up window with the RGB values for a color (make sure you’re on the custom tab and the color model is set to RGB!).

4. Now that you have the RGB color, simply open up your Google web browser and type in “rgb to hex.” There you can enter in the RGB values and get the hex value.

5. Repeat this process for the background color. To get the RGB value for the background color, select the shape fill option in the Format tab and repeat the same steps.

6. Now just copy the hex numbers and paste them into the WebAIM tool.

As you can see, this color combination is not accessible, but now you can move forward making your documents accessible and using color effectively and accessibly!

Use these quick tips and you’ll be on your way to creating a more accessible document! Check out our other posts from our six-part series, “How To Create Accessible Microsoft Word Documents,” for more tips on creating accessible documents.

Resources Contrast Checker Hexadecimal Definition RGB Definition Web Accessibility Evaluation Tool: Color Checker

Use Accessible Fonts Styles and SizesUsing an accessible font is one of the simplest steps you can take when creating more accessible documents. Section 508 of the Rehabilitation Act of 1973 does not provide specific font requirements, but according to WebAIM, best practice suggests using the most readable fonts, like Arial or Calibri. These fonts are basic, simple, have even spacing between letters, and fall into the sans serif font family. Sans serif fonts eliminate the use of extending features like curves, extra narrow or wide lines, and embellishments.

Suggested Fonts Fonts to avoidArial Baskerville Old FaceCalibiri HarringtonTahoma Lucida CalligraphyTrebuchet MS Bradley Hand ITCVerdana Tempus Sans ITC

Quick tips! Avoid using too many different font styles Avoid small font sizes (recommend 11 or greater) Avoid over-use of bold, italics, and underline features Avoid blinking text Avoid using text within graphics Ensure adequate contrast between text and background Avoid replying on font to convey meaning (e.g., color, shape, placement) Be mindful of your users’ needs and the format with which they will be accessing your materials.

For instance, if you are planning to distribute a hard copy, then you may want to use a larger font size, and avoid colorful text and background colors.

Use these quick tips and you’ll be on your way to creating a more accessible materials! Check out our other posts from our six-part series, “How To Create Accessible Microsoft Word Documents,” for more tips on creating accessible documents.

Resources Accessibility and Usability at Penn State American Foundation for the Blind: Tips for Making Print More Readable Web Accessibility Initiative: Care with Font Size WebAIM Fonts