Creating Accessible Documents in Microsoft Word

Learn how to create accessible documents in Microsoft Word with these practical examples.
By Taylor

Introduction

Creating accessible documents in Microsoft Word is essential for ensuring that everyone, including people with disabilities, can easily read and understand your content. In this guide, we’ll explore three practical examples that demonstrate how to enhance accessibility in your Word documents. These steps are simple and can be applied to any document you create, making it more inclusive for all users.

Example 1: Using Headings for Structure

Context

When creating a document, it’s vital to have a clear structure so that screen readers can navigate the content effectively. Using headings properly allows users to jump to sections of interest easily.

When you set text as a heading in Word, it carries semantic meaning, which helps people using assistive technologies understand the organization of your document.

To create headings:

  1. Select the text you want to turn into a heading.
  2. Go to the Home tab on the ribbon.
  3. In the Styles group, choose the appropriate heading level (Heading 1, Heading 2, etc.).

This method not only helps in navigation for users with disabilities but also improves the overall readability of your document for everyone.

Notes

  • Use Heading 1 for main titles and Heading 2 for subsections.
  • Avoid skipping heading levels (e.g., going from Heading 1 to Heading 3) as this can confuse users.

Example 2: Adding Alt Text to Images

Context

Images can convey important information, but they can also create barriers for visually impaired users if they are not described adequately. Adding alternative text (alt text) provides a description of the image, allowing screen reader users to understand the content.

To add alt text:

  1. Right-click on the image in your document.
  2. Select Edit Alt Text from the context menu.
  3. In the Alt Text pane that appears, type a concise description of the image’s content and purpose.

For example, if you have an image of a cat playing with a ball, you might write: “A fluffy gray cat batting at a red ball on a wooden floor.”

Notes

  • Keep alt text brief but descriptive (around 1-2 sentences).
  • Avoid using phrases like “image of” or “picture of” in your descriptions.

Example 3: Using Tables for Data Presentation

Context

Tables can effectively present data, but they can also be difficult to understand for users relying on screen readers if not formatted correctly. Properly structured tables with header rows and clear data organization enhance accessibility significantly.

To create an accessible table:

  1. Insert a table by going to the Insert tab and selecting Table.
  2. Ensure the first row of your table is used for headers. To do this, highlight the header row, go to the Table Design tab, and select Header Row in the Table Styles group.
  3. Use Table Properties to check the “Row” tab and ensure that the header row is marked as a header for screen readers.

For example, if you have a table presenting sales data, make sure the header row clearly labels each column (e.g., “Product Name,” “Units Sold,” “Revenue”).

Notes

  • Avoid using merged cells in tables, as they can complicate navigation for assistive technologies.
  • Keep tables simple and avoid excessive styling that might confuse screen readers.

By following these examples of creating accessible documents in Microsoft Word, you can help ensure that your content is inclusive and comprehensible for all users, regardless of their abilities. Remember, small changes can make a big difference in accessibility!