Accessibility in Microsoft Word

Key Guidelines

Use Headings for Structure

Using headings in Microsoft Word is essential for creating a well-structured and navigable document. Headings provide a clear outline of the document's content, making it easier for all users, including those using screen readers, to understand the hierarchy and flow of information. Properly applied headings allow assistive technologies to recognize and announce the structure, enabling users to jump between sections efficiently. This not only enhances the reading experience but also improves the document's overall accessibility and usability.

1. Add Headings
   • Use the built-in heading styles in Word. Select the text you want to format as a heading, then choose the appropriate heading level (Heading 1, Heading 2, etc.) from the Styles group on the Home tab. This helps create a clear structure and allows assistive technologies to navigate the document efficiently.
2. Consistent Hierarchy
   • Ensure that headings are used in a logical order without skipping levels. For example, use Heading 1 for main titles, Heading 2 for section titles, and Heading 3 for subsections. This consistency helps users understand the document's organization.

Readable Fonts and Formatting

Choosing readable fonts and appropriate formatting is crucial for making documents accessible. Sans-serif fonts like Arial and Calibri are easier to read on screens, and using a minimum font size of 12pt ensures that text is legible for most users. Avoiding excessive formatting such as all caps, italics, and underlining helps maintain clarity and readability. Consistent and simple formatting reduces cognitive load, making it easier for users with visual impairments or reading difficulties to engage with the content.

1. Font Choice
   • Use sans-serif fonts like Arial, Calibri, or Helvetica for better readability. These fonts are easier to read on screens and are recommended for accessible documents.
2. Font Size
   • Ensure the font size is at least 12pt for body text. Larger font sizes may be necessary for headings and important information.
3. Avoid Excessive Formatting
   • Limit the use of all caps, italics, and underlining, as these can reduce readability. Use bold for emphasis instead.

Color and Contrast

Ensuring high color contrast between text and background is vital for readability, especially for users with visual impairments or color blindness. The WCAG guidelines recommend a minimum contrast ratio of 4.5:1 for normal text and 3:1 for large text. Additionally, relying solely on color to convey information can exclude users who cannot perceive color differences. Using additional indicators like bold text or symbols ensures that all users can understand the content regardless of their ability to see color.

1. High Contrast
   • Use the Accessibility Checker in Word to ensure sufficient color contrast. Go to the Review tab, select Check Accessibility, and follow the recommendations. This helps ensure that text is readable for users with visual impairments.
2. Avoid Color-Only Indicators
   • Do not rely solely on color to convey information. Use additional indicators like bold text or symbols to ensure that all users can understand the content regardless of their ability to see color.

Alternative Text for Images

Providing alternative text (alt text) for images is a key aspect of accessibility. Alt text allows screen readers to describe the content and function of images to users who are blind or have low vision. This ensures that all users can understand the visual elements of a document. Effective alt text should be concise yet descriptive, providing enough context to convey the image's purpose and relevance to the surrounding content.

1. Descriptive Alt Text
   • Right-click on an image, select Edit Alt Text, and enter a description in the Alt Text pane. Ensure the description is concise and relevant to the image's context. This allows screen readers to describe the content and function of images to users who are blind or have low vision.
2. Contextual Relevance
   • Ensure alt text provides context on how the image relates to the surrounding content. This helps users understand the visual elements of a document.

Accessible Links

Descriptive link text is important for accessibility because it helps users understand the purpose and destination of links without needing additional context. Screen readers can list all links in a document, so link text like "Read our accessibility guidelines" is more informative than "Click here." Making links visually distinct from other text using color and underlining also helps users identify them easily, enhancing navigation and usability.

1. Descriptive Links
   • Write clear and descriptive link text that indicates the destination. For example, "Read our accessibility guidelines" instead of "Click here." This helps users understand the purpose and destination of links without needing additional context.
2. Consistent Styling
   • Make links visually distinct from other text using color and underlining. This helps users identify them easily, enhancing navigation and usability.

Tables and Lists

Using tables and lists appropriately can greatly enhance the accessibility of a document. Tables should be used to present data, not for layout purposes, and should include clear headers to help screen readers interpret the information correctly. Bulleted and numbered lists help organize content in a way that is easy to follow, both visually and for those using assistive technologies. Properly formatted tables and lists improve the overall structure and readability of the document.

1. Use Tables for Data
   • Use tables to present data, not for layout purposes. Ensure tables have clear headers and are properly formatted. This helps screen readers interpret the information correctly.
2. Bulleted and Numbered Lists
   • Use lists to organize information clearly and concisely. Use the Bulleted List or Numbered List formatting to structure lists properly.

Line and Paragraph Spacing

Proper line and paragraph spacing is essential for readability and accessibility. Adjusting spacing through the Format menu rather than adding manual spaces ensures that screen readers interpret the document correctly. Adequate spacing between lines and paragraphs helps prevent the text from appearing cluttered, making it easier for users with cognitive disabilities or visual impairments to read and comprehend the content.

1. Proper Spacing
   • Use the Line and Paragraph Spacing options in the Paragraph group on the Home tab to adjust spacing. Avoid adding extra spaces manually, as this can interfere with screen readers. Adequate spacing between lines and paragraphs helps prevent the text from appearing cluttered.

Table of Contents

Including a Table of Contents (TOC) in longer documents enhances navigation and accessibility. A TOC provides an overview of the document's structure and allows users to jump directly to specific sections. This is particularly useful for users with disabilities who rely on screen readers or keyboard navigation. A well-organized TOC improves the user experience by making it easier to locate and access information quickly.

1. Add a TOC
   • Insert a Table of Contents (TOC) by going to the References tab and selecting Table of Contents. Ensure that the TOC is updated as you make changes to the document by right-clicking on it and selecting Update Field. This enhances navigation and accessibility, especially for longer documents.