Word Documents Accessibility How-To Guide
Purpose:
This guide will help faculty create Word documents that are fully accessible, ensuring all students-including those using screen readers or with visual, cognitive, or linguistic differences-can access, understand, and navigate content.
1. Apply Proper Structure
Why: Screen readers rely on headings, lists, and paragraph styles to navigate content efficiently. Clear structure reduces cognitive loads for all learners.
How:
Use Word’s built-in Styles (Home -> Styles) rather than formatting.
Heading 1 – Document title
Heading 2 – Main sections
Heading 3-5 – Subsections
For lists:
Use Home → Bullets or Numbering for unordered/ordered lists.
Avoid typing dashes or numbers manually.
Paragraphs:
Left-align text.
Maintain consistent spacing and line height for readability.
Optional: Add a Table of Contents (References → Table of Contents) to help screen reader navigation.
Tips:Tips:
Avoid skipping heading levels (e.g. Heading 1 → Heading 3).
Check headings using Navigation Pane (View → Navigation Pane) to confirm logical order.
For more information, please visit Clear Structure.
2. Add Descriptive Alt Text to Images and Visuals
Why: Screen readers read alt text aloud. Visuals without alt text are inaccessible. Alt text should describe the instructional purpose, not just the appearance.
How:
Right-click image → View Alt Text (or Format Picture → Alt Text).
Provide:
Title – short descriptor (e.g. “Temple University Logo”)
Description – concise explanation relevant to content.
For decorative images, check Mark as decorative so screen readers skip them.
Tips:Tips:
For charts/graphs include key trends, not just data points.
PowerPoint and Word alt text methods are identical.
Verify using the Accessibility Checker (Review → Check Accessibility).
Keep it short, usually 1-2 sentences. Ending the Alt Text sentence with a period.
For more information, please visit Alt Text.
3. Create Accessible Tables
Why: Screen readers use table headers to communicate context. Poorly structured tables can confuse students.
How:
Insert tables via Insert → Table (avoid drawing).
Designate header rows/columns: Table Design → Header Row / First Column.
Avoid merged/split cells; replace empty cells with placeholders like N/A.
Add visible captions: References → Insert Caption.
Add alt text: Table Properties → Alt Text → Provide meaningful description.
Tips:
Use simple tables for data clarity.
Avoid embedding text in images; if you must, provide alt text.
For more information, please review the Accessible Tables document.
4. Ensure Legible, Readable, and Understandable Text
Why: Text clarity affects comprehension and usability for all learners.
Guidelines:
Fonts: Sans-serif fonts are recommended (e.g., Calibri, Arial), but other accessible font options are acceptable. Minimum size: 12 pt.
Avoid all caps, excessive italics, or multiple font styles.
Use high contrast (dark text on light background).
Write in plain language and define technical terms.
Left align text and 1.5-line spacing for legibility and readability.
Tips:
Use short paragraphs and headings for scannability.
Keep tables, diagrams, and images close to relevant text.
For more information, please visit Legible/Readable/Understandable.
5. Make Links Descriptive
Why: Vague links (“click here”) are inaccessible to screen reader users.
How:
Highlight text → Ctrl/Cmd + K → Insert link.
Use descriptive text:
Good: “Course Syllabus (PDF)”
Bad: “Click here”
Avoid duplicate line text for different destinations.
For more information, please visit Descriptive Links.
6. Check Color & Contrast
Why: Students with color vision deficiencies may miss meaning conveyed solely by color.
Guidelines:
Normal text: 4.5:1 contrast ratio
Large/bold text: 3:1 ratio
Use WebAIM Contrast Checker to verify.
Tips:
Combine color with patterns, labels, or icons.
Avoid background images behind the text.
For more information, please visit Color Considerations.
7. Run Accessibility Checker
Why: Word’s Accessibility Checker identifies structural and programmatic issues, ensuring compliance with P.O.U.R. Principles.
How:
Review → Check Accessibility.
Resolve flagged issues:
Missing alt text
Improper heading structure
Low color contrast
Table issues
Tips:
Accessibility Checker identifies technical issues but cannot confirm alt text meaningfulness or logical flow-manual review is still needed.
For more information, please visit Accessibility Checkers.
8. Optional Advanced Tools
Word Accessibility Assistant: Real-time guidance (Review → Check Accessibility).
Screen Reader Preview: Use NVDA (Windows) or VoiceOver (Mac) to experience document navigation.
For more information, please review the Native Screen Readers document.
Quick Reference / Checklist
| Task | Done? |
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Apply heading hierarchy |
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Format lists with built-in tools |
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Add alt text to images/charts |
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Make tables accessible |
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Check color contrast |
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Use descriptive links |
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Run Accessibility Checker |
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Verify with screen reader (optional) |
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