Accessibility in MS Word

Here we will go through different steps to improve accessibility in MS Word documents. Accessibility refers to making content understandable and usable to as many people as possible, including people with different disabilities and impairments. Regarding written information, this primarily relates to individuals with visual or print impairments who are dependent on information being read by a screen reader. For the screen reader to be able to read the document in the best manner possible, and to allow the user to navigate in the document, there are a handful of points to consider.

First and foremost, this entails using MS Word functions in the way intended, which is something you should do even if your main focus is not on accessibility. If you apply the tools available correctly already from the beginning, the effort required to make a document accessible is very small. Even if MS Word is in focus here, most principles discussed apply regardless of which tool you are using.

Summary of recommendations

If you are already familiar with MS Word, here is a summary of the most important adjustments necessary to make documents accessible:

  • Add a document title under Properties
  • Use available style sheets, and use them consistently
  • Add Alt Texts to images, figures and tables
  • Highlight the most important insights from images, figures and tables in the surrounding text
  • Add descriptions to images, figures and tables, and refer to them in the surrounding text in order to create links between the text and an image, a figure or a table
  • In tables, define one row as Heading
  • Do not merge or split cells in tables
  • Add descriptive hyperlinks
  • Use contrasting colours
  • Check your document using the accessibility tool in MS Word
  • Save the document as PDF, do not use Print and “Print as PDF”

Now we move on to the most important part, how to make the recommended adjustments in the document.

Document title

Start with entering a document title. Go to the Archive menu and choose Info. Add a title under Properties.

Style sheet and formatting

Style sheets are not only guiding for the design of the document, but also contribute with a logical structure. If you use the Heading 1 style, the heading will not only stand out in the text but also inform the user that this is the main heading and that all following content belongs under that heading until the next one appears in the text. A bookmark structure is created, making it easy for a user dependent on a screen reader to navigate in the document. This is also helpful to users not using a screen reader.

It is important to use the correct style whenever possible, for example to use Heading 1 for the main title. If you prefer the appearance of Heading 2, adjust the style sheet to achieve the look desired. You should always choose style from function, never because of its appearance.

It is important not to skip levels in a document, for example by adding Heading 3 directly under Heading 1. Always preserve a logical structure in the document.

Figures and images

The most important aspect of making figures and images accessible is to add an alternative text (Alt Text). An Alt Text describes the content of a visual object.

To add an Alt Text, right click the image and choose “Edit Alt Text”. Try to describe the image’s content as concisely and unambiguously as possible. Avoid just repeating information in the surrounding text.

Regarding diagrams and flow charts, convey the main message in the surrounding text. This is useful for all readers. Again, the Alt Text should not repeat or overlap the surrounding text. The goal should be that they complement each other and help the reader.

Also add a description to the image and refer to the image in appropriate sections in the text. This will create a link between text and image, which is especially important if the image is not immediately adjacent to the relevant text.

A document may include images that are only decorative, for example a logotype in a header or footer. To define an image as decorative, right click the image and choose “Edit Alt Text”. Here you will find the option “Mark as decorative”. Once you have specified this option, the Alt Text window will be shadowed since an Alt Text is not needed for purely decorative elements.

Tables

As with images and figures, a table will need an Alt Text describing its content. In the same way as described above, highlight the most important insights from the table in the surrounding text and avoid repeating the same information in the Alt Text. Hover the marker over the table and right click. Choose “Table Properties” and proceed to the “Alt Text” tab.

Keep the structure of the table relatively simple. Do not merge or split cells, since this will present a problem for a screen reader to convey the content in a clear manner. Never use tables just to achieve a creative or striking layout.

Make sure there is a defined header row in the table. To achieve this, mark the first line in the table and right click. Choose “Table Properties” and proceed to the Row tab. Make sure that “Allow row to break across pages” is unselected and that “Repeat as header row at the top of each page” is selected.

Finally, add a table description and refer to the table in appropriate sections of the text. This will create a link between text and table.

Hyperlinks

If you have hyperlinks in your document, it is important to add an informative hyperlink text and not just leave the URL as it is. Right click the hyperlink and choose “Edit hyperlink.” Under “Text to display”, add a description of the link.

Miscellaneous

Remember to use contrasting colours in your document and to not use colours simply to highlight important information.

As an example, we will take a look at the MS Word standard style sheet. The dark blue colour used for headings is rather too close in colour relative to text in black. Fortunately, headings are not only indicated with colour but also with a larger typeface and increased distance between headings and text. Therefore, a heading should not only be indicated with colour.

It is important not to make your text too compact. Also, create distinctive demarcations between paragraphs, headings, images and tables, since this will help someone with a visual impairment to read the document.

Last but not least, use simple language and keep sentences reasonably short.

Evaluate accessibility

MS Word has a built-in tool for checking the accessibility of documents. You can find it in the Menu under Review.

Under Menu there is also the Read Aloud tool, which can give you a good idea of how the document will sound to someone using a screen reader.

If you use Adobe Acrobat Professional or DC, you have access to tools even more powerful for checking accessibility.

PDF

Save the document as a PDF so that as many types of screen readers as possible can read it. Avoid using the tool Print and choose PDF as printer. Instead, use “Save as PDF” and “Save a copy”.

Final comments

Hopefully you feel that these steps are neither unusual nor complicated. If you integrate accessibility aspects in your working routine, making documents accessible will add little workload. Most of these guidelines should be followed even if your main objective is not accessibility. If you want to know more, visit the website of the Swedish Agency for Digital Government.