Microsoft Word Accessibility
The guidelines below should assist you in creating accessible documents using Microsoft
Word. For more in-depth tutorials, please see . Also, check out comprehensive .
Font size
Use a minimum font size of 12 points. Many fonts can be difficult to see when they
are smaller than 12 points in size. This is especially important for printed documents.
Headings
Use hierarchical (Heading 1, Heading 2, etc.) to identify headings and subheadings. Headings that
are created using heading styles allow people using screen reading software to jump
to different parts of a document. If you don鈥檛 like the default font styles Word uses
for the headings, you can to your preference.
Lists, page numbers, headers and footers
Use Word鈥檚 built-in formatting options to create the following:
Using the built-in formatting options ensures that screen reading software will read
the content in the correct order and identify structured text from body text.
Line spacing
Avoid using the Enter key to skip lines. Instead, use Word鈥檚 or to skip lines or go to the next page. Using the Screen reading software will repeat
the word 鈥淏lank鈥� every time there is a line that was skipped using the Enter key.
Images and graphics
Include for all pictures, tables, graphs, charts and graphics. Alt text is a description
of images or other objects that have a visual component. Screen reading software reads
the description out loud. If the picture or graphic is only used for decoration, select
鈥淢ark as decorative鈥� in the alt text options. This tells screen reading software to
disregard it.
Color
Make sure there is between the text color and background. For example, do not use pale yellow text on
a white background or dark blue text on a black background, since these would be difficult
to see.
. For example, do not say 鈥淭ake note of the text in red.鈥� Instead, make the text red
and bold, and then say 鈥淭ake note of the text in red and bold.鈥� This ensures that the
text will be accessible to those who are colorblind.
Tables
When creating tables used for data, check the header row option (and if needed, the first column row) in table style
options. If you are using a table for layout purposes, make sure to uncheck both the header row and first column options. Please see for in-depth instructions on how to do this, and for further instructions on how
to accessibly create tables, please see
Hyperlinks
Avoid writing 鈥淐lick here for more information.鈥� Instead, write 鈥淪ee Majors and Programs for more information.鈥� Descriptive hyperlink text provides context that allows people
who use screen reading software to sort through links. (For documents that might be
printed, full URLs can be included within the text body or at the end of the document.)
Text wrap
Place images, text boxes, or other graphic elements . Doing this ensures that the reading order of elements is preserved and that screen
reading software will identify the elements in the proper order. Screen reading software
might not detect text that is in text boxes at all unless the text boxes are placed
in line with text.
Columns
Avoid using tabs or the space bar to create columns. Instead, . Doing this ensures that screen reading software will read the text in the correct
order.
Math equations and scientific notation
For anything other than the most simple equations, i.e. 2+2=4, the MathType add-in
must be used to write equations that screen reading software will read using the correct
mathematical terminology and in the correct order. To request MathType, put in a software
request ticket with ITS.
Saving Word documents as PDFs
To ensure that your PDFs are accessible, first create an accessible Word document,
then save the document as a
Accessibility checker
Before sharing your documents, run the . However, please note that the accessibility checker might not pick up all accessibility
issues. It should be used as a supplementary tool.
