Microsoft 365 (Word) - Tips for Making Accessible Word Documents
- Only Use Word for Documents
- Use Proper Document Structure
- Text Accessibility: Fonts, Contrast, and Hyperlinks
- Making Lists and Tables Accessible
- Alternative Text for Images, WordArt, and SmartArt
- Making Math Equations Accessible
- Checking Accessibility in Microsoft Word
- For Further Assistance
By designing Word documents with accessibility in mind, employees can ensure that all UWM audiences including those using assistive technologies, have equal access to course materials. Creating accessible documents benefits everyone with visual impairments, cognitive disabilities, and motor difficulties while improving readability and usefulness for all users.
Only Use Word for Documents
Microsoft Word can be used to make web pages, forms, and complex layouts such as fliers and brochures. But just because it can be used for those things doesn't mean it should. Use Word to produce printable documents which are also offered on the web for convenience. If the document will only be used on the web, use a web page instead (e.g. a Canvas page, or a web page on UWM.edu).
- Do you need to make a form? Use Gravity Forms or Microsoft Forms to collect information from web visitors. Use BP Logix for employee workflows. Use Adobe PDFs for fallible forms to be printed. In Canvas, use a Survey in Classic Quizzes.
- How do I create a survey in my course? - Instructure Community
- How to make a PDF form fillable | Adobe Acrobat DC Adobe Express for students
- Create and verify PDF accessibility, Acrobat Pro
- Plugin Catalog - UWM Web Guide (Gravity Forms Information)
- Contact the Help Desk for more information on BP Logix
- Do you need to make a flier, brochure or other promotional material? Staff have access to Adobe Illustrator and Adobe InDesign through Creative Cloud. Students and staff can use Adobe Express. All students and staff have access to Adobe Publisher.
Use Proper Document Structure
To ensure that documents are easy to navigate for using assistive screen readers, always use built-in styles instead of manually formatting text.
- Apply Heading Styles: Use “Heading 1”, “Heading 2”, and “Heading 3” instead of bolding and enlarging text. Headings allow assistive technology to navigate content efficiently.
- Maintain a Logical Reading Order: Ensure that the sequence of headings follows a hierarchical structure (e.g., avoid skipping from Heading 1 to Heading 3).
- Use Page Breaks Instead of Repeated Spaces: Insert page breaks (
Ctrl + Enter) instead of pressingEntermultiple times. - Avoid Floating Text Boxes. Instead, use text in the body of your document, or columns. If you must use Text Boxes, test your document to make sure the information makes sense.
- Align text left or right, center text, or justify text on a page - Microsoft Support - Floating text you insert will appear where the anchor appears.
- (Test Reading Order) Use Immersive Reader in Word - Microsoft Support
Text Accessibility: Fonts, Contrast, and Hyperlinks
Choosing the right fonts and text formatting ensures better readability for all students.
- Use Styles to change the way your document looks: Using Styles to change your document's fonts and text size can make your document easier to maintain.
- Use Sans-Serif Fonts: Recommended fonts include Aptos, Calibri, Arial or Helvetica, and Verdana, as they are easier to read for users with dyslexia and low vision.
- Ensure Proper Font Sizing: Use at least 12pt for body text and 14pt-18pt for headings.
- Avoid Color-Only Distinctions: Do not rely on color to convey meaning (e.g., red for “important”). Instead, use bold text or labels (e.g., Deadline: March 10).
- Use Meaningful Hyperlink Text: Instead of “Click here,” use descriptive links such as “View the Course Syllabus”, followedby the URL (e.g. "Contact the Help Desk - https://uwm.edu/technology/help").
Making Lists and Tables Accessible
Using built-in Word features ensures that lists and tables are properly interpreted by assistive technology.
- Use Word’s Bullet and Numbered Lists instead of manually typing dashes or numbers.
- For Tables, Use Headers and Formatting: Use table styles to automatically apply formatting.
- Avoid Merged or Blank Cells in Tables: Blank and merged cells can disrupt screen readers.
- Add a Title and Description to Tables: Titles and Descriptions are available to users of assistive technologies so they can understand the purpose.
- Select the table in your document.
- Select the Table Layout tab.
- Select Properties from the tab.
- Select the Alt Text tab.
- Enter a short title describing the data, and a description to provide necessary context.
- Select OK to save the alternate text.
- Add Context to Your Document: If your table is very complex or may be difficult to understand, add information to your document immediately before or after the table to describe the data, purpose, and main takeaways.
Alternative Text for Images, WordArt, and SmartArt
Images and diagrams should have descriptive alternative text (alt text) for students who rely on screen readers.
- Add Alt Text to Images: Write a concise, meaningful description (e.g., “Graph showing student enrollment trends from 2010-2024”). If an image is decorative, check “Mark as decorative.”
- Ensure SmartArt and Diagrams are Accessible: Provide the SmartArt information as a list where possible. Add alternate text to SmartArt to describe the purpose.
Making Math Equations Accessible
Math content should be written in a way that is compatible with screen readers.
- Use Microsoft Equation Editor instead of inserting images of equations.
- Ensure Math is Readable by Assistive Technologies: Enter equations using LaTeX for maximum usability.
Checking Accessibility in Microsoft Word
Before distributing a document, run Word’s Accessibility Checker, Outline View, and Immersive Reader to identify and fix potential barriers.
Accessibility Checker
Go to Review > Check Accessibility. Then follow Word’s recommendations to add alt text, correct heading structures, and identify reading order issues.
The Accessibility Checker does not detect:
- Poor hyperlink text
- Font readability issues
Outline View
Go to View > Outline. The outline view allows writers to evaluate the reading order, heading order, and text formatting.
Immersive Reader
Go to View > Immersive Reader. Microsoft Immersive Reader is a quick way to listen to a document using a screen reader. Immersive Reader also enables writers to view the reading order of the document.