Word documents are easy to create and allow you to easily format content for accessibility. Before sharing content in Word document format, consider if it is the most appropriate and accessible format in which to share content with your readers. For example, Word documents require additional software and may require readers to download the content to view it. Presenting content on an accessibly formatted webpage or course page (e.g., Webcourses@UCF) may present fewer barriers as compared to a Word document. However, there are times that a Word document is the preferred format (e.g., a worksheet or project charter that someone needs to complete). If you determine that a Word document is the most appropriate format for your content, follow the best practice below to ensure you create accessible documents.
Best Practices
- Use the built-in accessibility checker while you work in Word.
- Use built-in title, subtitle, and heading styles.
- Avoid using tables.
- Create paragraph banners.
- Add alt text to visuals.
- Mark visuals as decorative if they don’t provide useful additional information.
- Add accessible hyperlink text and ScreenTips.
- Use accessible font format and color.
- Create accessible lists.
- Adjust space between sentences and paragraphs by using layout options instead of using paragraph breaks (e.g., pressing enter/return).
How to Check if it is Accessible
- Run the Microsoft Word Accessibility Checker. It will guide you through making the document accessible.
- Test accessibility with Immersive Reader.
Resources
- Microsoft Word Accessibility Page provides directions for creating accessible documents using the Windows, Mac, or the web versions of Microsoft Word.
- WebAIM’s Microsoft Word – Creating Accessible Documents provides instruction on what makes a Microsoft Word document accessible from WebAIM.
- Linkedin Learning Creating Accessible Documents in Microsoft Office (UCF login required) – A free tutorial with exercises on making Microsoft Word documents accessible.