ADA Guide and Tips for Word Documents - Center for Student Engagement and ASUN

Word Documents

To make a word document accessible to people with disabilities, there are several steps you can take. First, make sure the document is well-structured and organized, using headings, lists, and other formatting techniques to help users navigate the content. Second, use clear and simple language, avoiding complex words and sentences that may be difficult to understand. Third, add alternative text to images and other visual elements, so that users who are unable to see the images can still access the information they convey. Finally, run the document through a screen reader to check for any accessibility issues, and make any necessary changes to improve its accessibility.

Tips and Tricks

There are several formatting techniques that can help make a word document more accessible.

Here are a few examples:

1. Use headings to organize the content into sections and sub-sections. For example, you might use Heading 1 for the main sections of the document, Heading 2 for sub-sections, and Heading 3 for sub-sub-sections. This makes it easier for users to navigate the document, and it also helps screen readers identify the structure of the content.
2. Use lists to organize related items or ideas. For example, if you are writing a list of instructions, use a numbered list to make it clear which step comes first, second, third, and so on. This makes it easier for users to follow the instructions, and it also helps screen readers present the information in a logical order.
3. Use tables to organize data or other information that is best presented in a grid-like format. For example, if you are presenting a comparison of different products, you might use a table to show the key features and prices of each product. This makes it easier for users to compare the information, and it also helps screen readers present the data in a clear and understandable way.
4. Use text formatting, such as bold or italic, to highlight important information or to make it stand out from the surrounding text. For example, you might use bold to emphasize a key point, or you might use italic to indicate a technical term. This makes it easier for users to quickly find the most important information, and it also helps screen readers identify the key points in the document.

Tables

To make a table accessible to users with screen readers, there are several steps you can take. First, make sure the table has a clear and descriptive title that summarizes its contents. This will
help users understand the purpose of the table and what information it contains. Second, use headings for each column and row in the table, to make it clear what each piece of data represents. For example, if the table shows a list of products and their prices, you might use "Product" as the heading for the first column and "Price" as the heading for the second column. This will help screen readers present the information in a logical and understandable way.
Third, avoid using abbreviations or technical terms in the table unless they are explained in the text. This will help users who are not familiar with the abbreviations or terms understand the table. Fourth, avoid using complex formatting, such as colors or shading, to convey information. This can make it difficult for screen readers to interpret the table, and it may also make it harder for users to understand the information. Finally, run the document through a screen reader to check for any accessibility issues, and make any necessary changes to improve the table's accessibility.

Headings

To make a word document accessible, you can use headings to organize the content into sections and sub-sections. This makes it easier for users to navigate the document, and it also helps screen readers identify the structure of the content.
To use headings in a word document, follow these steps:

1. Select the text that you want to use as a heading.
2. In the "Home" tab of the ribbon, click the "Styles" drop-down menu.
3. Choose the heading style that you want to use for the selected text. In most word processors, there are several heading styles to choose from, such as Heading 1, Heading 2, and Heading 3. These styles are typically formatted to be larger and bolder than regular body text, and they may also use different font colors or styles to make them stand out.
4. Repeat steps 1-3 for each section of the document that you want to use a heading for.
5. Use the "Table of Contents" tool to automatically create a table of contents that lists all of the headings in the document. This will make it easier for users to navigate the document, and it will also help screen readers present the structure of the content.

By using headings in a word document, you can help users with disabilities navigate the content and understand the structure of the document. This will make the document more accessible and user-friendly for all readers.

Lists

To create a list in a Microsoft Word document, follow these steps:

1. Open the Word document and place your cursor where you want to insert the list.
2. In the "Home" tab of the ribbon, click the "List" drop-down menu.
3. Choose the type of list you want to create, such as a bullet list or a numbered list.
4. Type the first item in the list, and then press "Enter" to move to the next line.
5. Type the next item in the list, and then press "Enter" to move to the next line.
6. Repeat steps 4 and 5 for each item in the list.
7. To end the list, press "Enter" twice.

To use headings in a list, follow these steps:

1. Create the list as described above.
2. Select the text that you want to use as a heading.
3. In the "Home" tab of the ribbon, click the "Styles" drop-down menu.
4. Choose the heading style that you want to use for the selected text. In most word processors, there are several heading styles to choose from, such as Heading 1, Heading 2, and Heading 3. These styles are typically formatted to be larger and bolder than regular body text, and they may also use different font colors or styles to make them stand out.
5. Repeat steps 2-4 for each heading in the list.

By using headings in a list, you can help users with disabilities navigate the content and understand the structure of the list. This will make the list more accessible and user-friendly for all readers.

Checking Accessibility

To check the accessibility of a Microsoft Word document, you can use the built-in "Accessibility Checker" tool. This tool scans the document for potential accessibility issues, such as missing alternative text for images, complex tables, or unclear headings, and it provides suggestions for how to fix these issues.
To use the Accessibility Checker, follow these steps:

1. Open the Word document that you want to check for accessibility.
2. In the "File" tab of the ribbon, click "Info" and then click "Check for Issues."
3. In the "Check for Issues" menu, click "Check Accessibility."
4. Word will begin scanning the document for accessibility issues. When the scan is complete, a report will be generated, listing any potential issues that were found and providing suggestions for how to fix them.
5. Review the report and make any necessary changes to the document to improve its accessibility.

By using the Accessibility Checker, you can ensure that your Word document is accessible to users with disabilities. This will make the document more user-friendly and easier to use for all readers.