Creating Accessible Documents in Microsoft Word
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- Asher Washington
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1 Creating Accessible Documents in Microsoft Word Microsoft Word is a commonly-used application among individuals with a variety of disabilities, and is reasonably accessible. The text within Word documents can be read by assistive technologies such as screen readers and Braille devices. However, in order for Word documents to be fully accessible, authors must follow the core principles outlined in the Overview of Accessible Documents. Below are the basic steps for implementing these core accessibility principles. Below is an overview of information for various core accessibility principles. At the end of this document, we have links to specific instructions for each version of Word from for Windows and for Mac. Use Headings Using good heading structure helps people without eyesight to understand how the document is organized. Screen reader and Braille users can also jump between headings, which makes navigation much more efficient than if there are no headings. Making text larger and bold does not make it a heading. In order to convert text to a heading in Microsoft Word, you must use the built-in Heading styles like Heading 1 and Heading 2, available under Styles in the Home tab of the Ribbon in Office versions 2010 and higher. Headings should form an outline, using the Heading 1 style for the main heading, and Heading 2 for sub-headings. If there are additional levels of headings within the document s outline, using Heading 3, Heading 4, etc.
2 Use Lists Lists should be created using Word s built-in tools for ordered (numbered) and unordered (bulleted) lists. Without using these tools, a list is not really a list, which makes the content more difficult for screen reader users to fully understand. Note that both ordered and unordered lists are highly customizable. Just click on the arrow adjacent to the desired list button to design a list that meets your needs. Add Alternative Text for Images Screen readers can only convey information in a text format. Alternative text is needed in documents to provide a non-visual means of representing the CONTENT and FUNCTION of an image. Image types in Word documents that can be given alternative text include pictures, illustrations, images of text, shapes, charts, and embedded objects. Use the alt attribute to give an image a short description. Try to keep alt text as short as possible while still conveying the meaning of the image. In most versions of Word, you can enter alternate text by right clicking an image and selecting Format Picture. Within the Format Picture dialog, select Alt Text. To enter alt text in Office 2007 (see example provided by the University of Washington), for example, right click an image and select Size and Positioning. Then select Alt Text.
3 To enter Alt text in Office 2016 (for Mac), right click the image, select Format Image, select the third icon from the left (blue background with four white dots, and when you hover over the image it says Layout & Properties ), and choose Alt Text. To learn more about what to include in Alt Text, visit the OSD Staff Resources page.
4 Identify Document Language In Office 2011 (Mac), select Tools > Language from the application menu to define the default language. To define a different language for part of the document, select each foreign language individually, then select Tools > Language to define the language for each. In Office 2010, the same option is located in the Ribbon. Within the Review tab, select the Language button, then select Set Proofing Language.
5 Use Tables Wisely Word has limitations when it comes to making tables accessible. As explained in the Overview of Accessible Documents, tables can be very difficult for screen reader users to understand unless they include markup that explicitly defines the relationships between all the parts (e.g., headers and data cells). For a simple table with one row of column headers and no nested rows or columns, Word is up to the task. Often complex tables can be simplified by breaking them into multiple simple tables with a heading above each. For simple tables, the only step necessary for accessibility is to identify which row contains the column headers. To do this in Word, select that row (Table > Select > Row), then right click the row and select Table Properties. This brings up the Table Properties dialog. In this dialog, click the Row tab, and check the checkbox that says Repeat as header row at the top of each page. When Exporting to PDF, Understand How to Preserve Accessibility There are right ways and wrong ways to export to PDF. The steps required depends on which version of Microsoft Word you re using. The first step in creating an accessible PDF from Microsoft Word is to ensure that the original Word document is accessible (see information above).
6 Starting with an accessible Word document, a goal when exporting to PDF is do so in a way that preserves the accessibility features of the Word document, including heading structure, alternate text for images, and markup that explicitly identifies lists, tables, document language, and other content that is important for accessibility. Do not print to PDF. This method of creating a PDF does not preserve the document s accessibility features. The correct method of exporting to PDF depends on which version of Microsoft Office you re using. Word 2013 and Word 2010 (Windows) Go to File > Save As and select PDF from the choices provided. By default this produces a PDF that preserves the document s accessibility features. When saving, select Options and be sure that Document structure tags for accessibility is checked. This is checked by default, but could become unchecked under certain circumstances. If you select Minimize Size to reduce the size of your PDF, be sure to repeat the preceding step, as this option might uncheck the Document structure tags for accessibility checkbox. Word 2016 (Mac) In Office 2016, Word can now generate a tagged PDF that preserves a document s accessibility features. To use this feature: Go to File > Save As and select PDF from the choices provided. By default this produces a PDF that preserves the document s accessibility features. When saving, be sure the box labeled Best for electronic distribution and accessibility is checked. Older Versions of Word In Windows, exporting to an accessible PDF in Office 2007 and 2003 requires a plug-in. The Adobe PDFMaker Plugin ships with Adobe Acrobat Pro, and the plugin is installed into Office and appears as an Adobe toolbar and menu item. With this plug-in installed, use the Adobe toolbar or the Adobe menu item to Save As PDF. By default this produces a PDF that preserves the document s accessibility features. On a Mac, Word did not include accessibility features at all until Office 2011, and did not support saving to tagged PDF until Office In Office 2011, you can create an accessible Word document, but in order to export to tagged PDF you must take that final step in Word for Windows or LibreOffice for Mac.
7 To learn more about many of the tips outlined in this document for content created in Word , click the appropriate Word version below (information compiled by WebAIM) or visit webaim.org/techniques/word/ Word 2010 for Windows Word 2011 for Mac Word 2013 for Windows Word 2016 for Windows Word 2016 for Mac Sources: University of Washington, WebAIM and Olympia School District
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