Microsoft Word is the most commonly used word processor on the market today. Accessible Word documents benefit not only the people with disabilities, but also the people without. Accessible Word documents also convert easily into other accessible formats, like PDF or ASPX. Below, we will discuss how to make Word documents accessible.

Headings

Using heading style (Heading 1, Heading 2, Heading 3...) can let you build up a good and accessible document structure. A well-structured document with headings will make it much easier for screen reader users to navigate through your document. Microsoft Word has built-in features that allow you to create a heading structure in your document. Click on Home and choose your heading style.

Numbered or Bulleted Lists

Numbered or bulleted lists will provide a good visual layout for your list items and make your document more readable for assistive technology users.

Paragraph Spacing and Column Tool

Using the paragraph spacing feature of Word to do the spacing between paragraphs will avoid the empty paragraphs that are generated by hitting the Enter key. Also, creating columns with the column tool will make your regular document, newsletter, flyer, etc. more readable by having a consistent reading order. Click on Page Layout and choose Spacing.

Font Size

It is recommended to use a minimum font size of 12 for body text and 18 for title. This will benefit people with visual impairments, especially those with low vision.

Alternative Text for Non-text Elements

Provide alternative text for all non-text elements, such as images, graphics, etc., if such non-text elements convey information. The alternative text must convey the equivalent information of non-text elements. Right-click the image, choose Edit Alt Text, and then add alternative text under Alt Text.

Tables

It is impossible to assign table headers to a table created in Word. Word provides you with an option to choose Repeat as header row at the top of each page under Table Properties and this only affects tables which extend beyond one single page. If you convert your table to PDF format, the PDF will treat the first row of the table as a table header.

Table of Contents

Consider a table of contents if you have a long document. Once you have a good heading structure, it will be easy to create your searchable table of contents. Click on References and choose Table of Contents.

Links

In order to make meaningful hyperlink text (other than just a URL address), provide a text description that best describes your URL address. Right-click on your link, choose Edit Hyperlink, and insert your description text after Text to display.

Color

Ensure the background and foreground colors have sufficient contrast (e.g., white and black). Do not use color as an exclusive means to convey information.

Use Simple Language

This will benefit people with learning disabilities.

Word Accessibility Checker

Microsoft Word 2010 and above includes a new feature: Check Accessibility (File - Info - Check for Issues - Check Accessibility or under Review tab), which allows users to identify and fix possible errors and warnings in the document, and also provide you with fix tips and recommendations.