1. Seven Steps to Creating an Accessible Microsoft Word Document

2. Introduction Estimated 4% Population relies on Assistive Technology
Accessibility to electronic documents is a right protected by Federal and State Law
Just good business when all can equally participate
These steps explained using Microsoft Word 2007, 2010, 2013

3. Presentation documentation
Login to iCampus at
Click Resources tab
Click iCampus Central link
In Professional Development box click Event Recordings
Click Presentation Materials for “Designing Word Documents & PDFs for Accessibility

4. Step 1: Use Appropriate Font Style & Size
Sans Serif Fonts work best (this is Calibri)
Sans Serif recommended fonts:
Arial
Verdana
Serif (not recommended)
Times New Roman
Century
Minimum font size 12 point

5. Step 2: Use Color Appropriately
Provide good contrast between text and background
People with low vision/color blindness will have difficulty
5% men have partial color blindness
Red/green or blue/yellow color blindness
Eye diseases can cause difficulty reading text which is small or not enough contrast
Problems with colored text arise when printing on a black and white printer

6. Step 2: Use Color Appropriately (continued)
Tools available online for exact level of contrast
Color Contrast Analyser:
To Check the Level of Contrast:

7. Step 2: Use Color Appropriately (continued)
Never Use Color Alone to Convey Information
Figure 1: Graphic showing status of 3 projects using color
Figure 2: Graphic showing status of 3 projects using both color and symbols

8. Step 3: Add Alternative (ALT) texts & captions
Images, graphics or tables should have ALT text and captions
ALT text and captions are read by screen readers allowing the content and functions to be accessible to those with visual or cognitive disabilities
Images/graphics should always have the wrapping style set to “In Line with Text”

9. Step 4: Specify Column Header Rows in Tables
Construct simple tables
Only use one row in the Header
Never Merge or Split cells
Do not leave cells, rows or columns blank

10. Step 5: Use Meaningful Hyperlink Text
Provide a clear description of the link destination
Do Not use phrases such as “Click Here” or “Visit”

11. Step 6: Use Built-In Formatting Styles
Always use Styles to format documents
Especially Headings and Lists
Use Heading Order
When headings are defined using Word’s built-in heading styles, Screen Reader users can navigate through the document easily skipping between headings
Headings should be applied to provide a sequential & relational understanding

12. Step 6: Use Built-In Formatting Styles (continued)
When Headers are used a Table of Contents can be added in 4 easy steps
Use Word’s Bulleted or Numbered List Formatting
Do not use Text Boxes (they are inaccessible)
Instead create borders around text and use high contrast colors for text and background

13. Step 7: Check Accessibility
If possible use a screen reader such as JAWS, NVDA, WindowEyes, etc. to check the document’s accessibility.
Microsoft Word 2010 and later has a built accessibility feature
Best not to rely on ‘machine’ testing alone for testing accessibility