Creating accessible Word documents is not only about meeting legal requirements or conforming to accessibility standards; it is also about promoting inclusivity and ensuring that
Creating Accessible Word Documents: A Comprehensive Checklist
What Document Structure Should You Follow at Your Organization?
- Use appropriate styles to format headings, subheadings, and text elements consistently.
- Avoid direct font formatting and rely on Word’s built-in styles for a uniform look.
- Create a clear hierarchy of headings using proper heading levels. For example, do not use Heading 4 directly after using Heading 2.
- Insert columns using the “Page Layout” tab and “Columns” option instead of manually using the space or tab buttons.
- Create accessible tables using the “Table” option in the “Insert” tab and include proper table headings.
- Check the “Header Row” checkbox for table headings, and repeat them at the top if a table spans multiple pages.
Points to Follow for Text Formatting and Readability
- Choose simple, familiar, and easily parsed fonts for improved readability in your document.
- Avoid using complex fonts that are difficult to read; use simpler fonts to enhance legibility.
- Limit different types of typefaces and font variations to maintain a consistent appearance.
- Consider font spacing and weight to optimize text appearance.
- Ensure adequate contrast between text and background; avoid using very small font sizes as they can hinder readability for screen readers.
Tips For Alternative Text for Images
- Provide descriptive alt text for all images in the document.
- Avoid relying on automatic alt text generation; manually enter specific and meaningful descriptions.
- Mark decorative images as such in the alt text pane.
- Aim to keep images “In line with text” for improved accessibility and proper layout wrapping style.
- Use the Accessibility Checker to identify and address potential issues with alt text and image positioning.
What Color and Contrast Can You Use?
- Make sure information conveyed with color is understandable without relying solely on color.
- When using color to highlight keywords, use bold text or underlining for enhanced visibility.
- Avoid using low color contrast and very small fonts.
- Use high color contrast, such as black text on a white background, to ensure readability for everyone.
Experiment With Forms and Interactive Elements
- Display the “Developer” section, create a form template, and add content to the form.
- Set properties for content controls and include instructional text.
- Apply protection to the form to prevent accidental changes.
Ensuring Keyboard Accessibility for Better Interaction
- Verify that the focus order is intuitive and matches the visual order.
- Confirm all functionality is accessible and can be used solely with a keyboard.
- Ensure the focus is never trapped within an element, allowing free navigation using the keyboard.
How You Can Opt For Better PDF Conversion and Accessibility
- Maintain a linear, single-column progression for your content to ensure proper reading order for screen readers.
- Use the style formatting tool instead of text bolding for structure.
- Stick to standard text fonts like Times New Roman and Arial for compatibility.
- Avoid nested data tables and use the Insert – Table option instead of text boxes or layers to create tables.