Word Content Creation Features

Microsoft Word offers a range of accessibility features to ensure documents are usable by everyone, including individuals with disabilities.

Alternate text (alt text) is crucial in a Word document because it ensures that images, graphics, and other non-text content are accessible to people with disabilities, particularly those who use assistive technologies like screen readers.

Alt text provides a description of images, charts, or graphics, allowing visually impaired users to understand the purpose and context of the visual content. It ensures that everyone, regardless of visual ability, can engage with the document.

Steps to Add Alt Text

1. Right-Click the Object
• Select the image, chart, SmartArt, table, or other visual element in your Word document.
• Right-click on the object to open a context menu.
2. Select "Edit Alt Text"
• From the context menu, choose Edit Alt Text.
• Alternatively, you can access the Alt Text pane by selecting the object, going to the Picture Format or Table Design tab on the ribbon, and clicking the Alt Text button.
3. Enter Alt Text
• A pane labeled Alt Text will appear on the right side of the screen.
• In the text box, enter a concise description of the object that conveys its essential information or purpose.
• If the object is purely decorative, check the box labeled Mark as decorative (available in newer Word versions).

When choosing a font for your content, keep these key elements in mind to ensure accessibility. An accessible font or style ensures that text is easy to read and comprehend for a diverse audience, including people with disabilities or visual impairments. 

• Fonts without decorative strokes (e.g., Arial, Verdana) are generally more accessible, especially on screens. Accessible fonts have clear distinctions between similar letters (e.g., "l" vs. "I" or "o" vs. "0"). 
• Avoid overly ornate fonts, as they can be harder to read.
• Font size should also be taken into consideration when thinking who your target audience may be. Body text should typically be at least 16px for readability when creating accessible content.
• The styles of these fonts should also be taken into consideration.
• Avoid using all uppercase letters for large blocks of text, as it can reduce readability.
• Use italics sparingly; italicized text can be harder to read, especially for those with low vision or dyslexia.
• Reserve underlines for hyperlinks to avoid confusion.

Document formatting plays a vital role in making Word documents accessible to everyone, including people with disabilities who rely on assistive technologies like screen readers.

Reading Order

Proper formatting ensures the document follows a logical flow, making it easier for assistive technologies to read the content in the correct order. When formatting, you should avoid using visual tricks (e.g., blank spaces, tabs) to align content, as they can confuse screen readers.

Tables

Avoid merging or splitting cells, which can confuse assistive technologies. Mark table headers so screen readers can provide context for the data in each cell. Use meaningful placeholders or reorganize the table to ensure all data is accessible.

Heading Structure

Applying Word's built-in heading styles (e.g., Heading 1, Heading 2) creates a clear structure. Screen readers then use those headings to provide an outline of the document, enabling users to skip to the desired section.

High contrast is essential in Word documents to ensure that text and other elements are easily distinguishable from the background. This enhances readability for all users, including those with low vision, color blindness, or cognitive disabilities.

How to Set High Contrast in Word

1. Change Page Background
• Go to Design > Page Color and choose a high-contrast color (e.g., white for a light background or black for a dark background).
2. Adjust Text Color:
• Select the text, go to Home > Font Color, and choose a contrasting color.
3. Use High-Contrast Themes:
• Go to File > Options > General and select Office Theme for high-contrast options.
4. Apply Accessible Styles:
• Use Word's built-in styles (e.g., Normal, Heading 1) to ensure consistent formatting and readability.

The accessibility checker in Office Products such as Word will identify some accessibility problems, such as inadequate color contrast, missing alt text for images, a lack of table headers, and restricted document access. The accessibility checker will designate each problem as an “error,” a “warning,” or a “tip,” with “errors” being the most severe problems and “tips” being the least severe. (The accessibility checker in Office will identify the absence of captions as a “tip,” but at MCC, all audiovisual media must be captioned). The accessibility checker will also offer options for a way to fix problems. 

However, there are some accessibility problems an automated checker will fail to identify, and it is important to learn to identify them or to ask an expert to look over the document. For example, the accessibility checker will not identify if headings are assigned to the appropriate level, if text color or style is used exclusively to convey information, or if there are inaccuracies in alt text.