Creating accessible Microsoft Office Word documents
This page provides general guidance on making Word documents more accessible. Some of the points are linked to help guides, which explain how to implement the recommendation.
- Make sure text is size 12 or 14, with headings even larger.
- Use the inbuilt styles to structure the document and make it easier for students to navigate
- Add alternative text to images, graphs, charts and tables.
- Avoid floating objects (e.g. text boxes) and add images in line with the text.
- Use a simple structure for tables (e.g. reading left to right, row by row) and specify column and row headers.
- If you are adding links to websites in the document then ensure that you use meaningful text to make the link rather than the web address.
- Add screen tips to links to let users know where the link will take them to.
- Use the accessibility checker in Office 2010 to check for accessibility issues.
Microsoft Word documents accessibility checklist
This list has been designed to assist you during the creation of a learning resource. You will need to use your own judgement about what is or isn’t appropriate, as this will change depending on your particular context.
Text is size 12 or 14 with larger headings.
Sans serif font used (Arial, Verdana, Comic Sans).
Text colour not used to convey meaning.
Contrast is high between the colour of the text and the background.
No underlined text or italics.
Styles have been used to identify headings.
Headings within document have been replicated in navigation panel.
Text is aligned to the left.
1.5 line spacing used.
Meaningful text is used for hyperlinks/web links.
screen tips have been added to links.
|Images, tables, graphs and charts
Appropriate alternative text has been added to images, graphs, charts and tables.
Images have been added in line with text.
Images do not contain text that is not provided elsewhere.
Tables have a simple strcuture with column and row headers identified.
Charts and graphs need to be avoid the use of green, red or pink
|Audio and Video
Audio linked to or connected within the document has transcript available.
Video linked to from the document has transcript closed captioning available for audio
The accessibility checker in Office 2010 has found no accessibility issues.