Practice English Speaking&Listening with: How to: Create accessible documents in Microsoft Word

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In this video, you will learn how to: use headings, add alternative text to photos,

create effective hyperlinks, choose appropriate fonts, use colour effectively, and create

accessible tables Using Headings

Style headings provide a logical order for screen readers and provides easy navigation

for everyone.

By including Headings in your document, you allow those using screen readers to move through

your document by jumping from heading to heading.

Headings nest underneath one another.

Heading 1 is the largest, and broadest of the headings, encompassing all smaller headings.

Be sure to use the appropriate heading to allow for easy navigation of your document.

Headings can be modified to suit your document.

Right clicking on a heading at the top of the screen and clicking Modify will allow

you to change the font, size, style, and colour of your heading.

You can also clickNew documents based on this templateat the bottom of the screen

if you want this style to be used in any future documents you create.

Adding Alternative Text Alternative text can be read by a screen reader

and is important to include to allow any visuals in your document to be perceived and understood

by those with visual disabilities.

To add alternative text to your image, right click the image and selectFormat Picture”.

Click on Layout and Properties, and then click on Alt Text.

Type a brief description in the box, and youre done!

Including Effective Hyperlink Text Hyperlinks that sayClick Hereare not

useful for those with assistive technologies.

A useful way for those with assistive technologies to navigate a page is by jumping from hyperlink

to hyperlink.

To properly name a hyperlink, highlight the passage you wish to name and right click.

Now clickHyperlink”.

Paste the address for your hyper link, and make sureText to Displayhas a clear

description of where the link will take you.

Choosing Appropriate Fonts When choosing a font for your document, try

to use a font that is sans-seriff, easy to read, and available on different platforms.

Some examples of good fonts to use are Calibri, Arial, and Verdana.

You should avoid using any overly stylized fonts that would be difficult to read, like

papyrus or blackadder.

Sans Seriff fonts are fonts without aserif’, or small line attached to stylize letters.

An example of a Serif versus a Sans Serif font can be seen here.

The Sans Serif font is on the right.

Using Colour Effectively When using coloured text or backgrounds in

your document.

Make sure that there is enough contrast between the two that your text is still easily legible.

You should also never use colour alone to convey information.

In this example, Ive replaced the green Xs, with green Os, so that the information

would be clear to people with colour vision impairments.

Creating Accessible Tables To make your table more accessible, right

click anywhere in your table, and click Table Properties.

Under the tab titledRowyou will be able to check offRepeat as header row

at the top of each page”.

This allows a screen reader to distinguish your top row as a header, rather than as data.

Now, in the same window.

Under the tab markedAlt Textyou can choose to add alt text to your table, just

like you would a photo.

You can use this to describe the contents of the table or read out its content in another


Remember that some tables may be too difficult to communicate with Assistive Technology and

may need to be worked around in another way.

Double Checking Accessibility Microsoft Word has a built in feature to check

if your document is accessible for those using assistive technologies.

To use this, click on file in the top right corner of the screen.

Then click on check for issues.

Click on Check Accessibility.

This will bring up a window on the left side of your screen that tells you whether or not

your document is accessible and what you can change to ensure that it is.

Finally, avoid having any blank spaces in any part of your table.

Having blank spaces may make it confusing for those using a screen reader

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