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How to create accessible documents

Based on 508 guidelines

In short, use built in features and don't do manual formatting.

Word inbuilt accessibility checker

It's only good to check certain issues (images, alignment)

File > Info > Check for issues > Check for accessibility

Accessible document checklist

  1. Save as .docx with a descriptive filename

  2. Use styles to create headings

  3. Use built-in list feature for lists

  4. Use built-in organisation features

    i.e. columns instead of tabs or spaces

  5. Tables

    Can do simple data tables with a single header cell row but if you add another header line e.g first row is days of week, top row would be weekdays / weekend, then it no longer works. Merged or split cells make a table complex and hence inaccessible

    table is accessible if:

    • reading order is correct (Tab through it to see)
    • on table tab text wrapping is set to none RCL > table properties
    • if header then table tools > repeat header row

    check a11y:

    • check for merged split cells by toggling grid lines
    • header row: click in header row shft+f1 (reveal formatting) ROW should be repeat as header row

  6. ID languages

    Use Set Proofing Language to appropriate language

    review > language > set proofing language

  7. Create unambiguous names for links

  8. Headers, footers watermarks

    Screen readers don't automatically read headers, footers, watermarks.

    If there's vital information in any of these, it needs to be duplicated within the document at or near the start

  9. Accessible images and objects

    • use alt text, captions or text nearby appropriately
    • if decorative add a space or " "

  10. Textboxes

    Need to be in line with text page layout > position > in line with text

  11. Use colour and other sensory charactheristics PLUS text to convey meaning

    Do not use color, size etc. only to convey meaning, always include text that duplicates meaning

  12. Appropriate contrast levels

  13. Accessible embedded files

    If meaningful information. Audio-only - include an accurate and complete transcript in the Word document Video-only - accurate and complete text description of what's shown Multimedi - accurate and complete syncronised captions and audio description