Accessibility: Word

Why Is This Important?

Microsoft Word is one of the most used applications across South Dakota State University. To ensure that everyone can read, understand and use these documents, we have to keep accessibility at the forefront of creating these documents.

When To Use It

Anytime you create or share a Word document.

How To Use It
  • Use built-in heading structures.
  • Add alternative text to images.
  • Use sans serif fonts and sufficient line spacing.
  • Use bulleted and numbered lists.
  • Make links descriptive.
  • Use tables only for data.
  • Avoid using color for meaning.
  • Run the accessibility checker, but ensure a manual check is completed as well.

Example

This document is designed to be clear, well-structured and accessible so that all readers, including those using assistive technologies, can easily understand the information.

Example of an accessible Microsoft Word Document
Best Practices
Headings

Edit and use built-in headings to allow screen reader users to navigate the document structure.

Text

Ensure clear fonts are present (sans serif) with a minimum 12 point font size.

High color contrast should be used, but avoid using color along to convey meaning.

Tables

Use tables for data, not as a layout. Adding a header row can make these accessible. Keep them as simple as possible.

Lists

Use built-in bullet and numbered lists.

Links

Use link text to describe where the link goes.

Accessibility Checker

Run the built-in accessibility checker to ensure that you have compliance within the document. You should also do a manual review, such as ensuring there are no empty or extra spaces, reviewing the reading order and making sure the document has both a title and a language tag.

Tips for Checking Accessibility
  • To check for extra spaces, use the Show Formatting Marks paragraph tool to toggle visibility of nonprinting characters.
  • Title tags are in the Info tab when you select File on the Word application.
  • Reading order should be logical if converting Word to a PDF.
Trainings and Resources
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