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Creating Accessible Word Documents: A Comprehensive Checklist

Data conversion process illustration.
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.