Keep These Considerations in Mind in Order to Increase the Accessibility of the Document

Making your course more accessible
Creating accessible Microsoft Word Documents

Microsoft Word is frequently used to create text documents. Word files can also be used to create other files, such as PDF or HTML. To increase accessibility, it is important to correctly structure the documents using styles. The use of styles adds to the organization of your document, but also effectively communicates structural elements to screen readers (a software application used by individuals with disabilities to interpret what is on the screen, either through text-to-speech or a Braille display).

Keep these considerations in mind in order to increase the accessibility of the document:

·  Use size and contrast effectively. Make text large enough to be easily read and use text colors that have high contrast with the background. This aids users with visual impairments. However use of font size and color alone does not address accessibility for blind users who use screen readers.

·  Use headings (and bulleted lists) as they were intended. Headings (or lists) that are simply bolded, enlarged or centered convey meaning through visual means, but do not convey semantic meaning to a screen reader. Headings give your document organization and allow users of screen readers to easily scan the document. Format the page by correctly using styles and bulleted/numbered lists.

·  Carefully evaluate the use of charts or tables. Complex tables and charts pose difficulties for screen readers, especially in the ability to navigate the table and understand the content order. Simplify the table structure when you can and use Table Tools as appropriate.

·  Include an alternative description (alt text) of images. This description provides information about images or objects to users of screen readers and should be added to any object meant to convey content, such as non-decorative images, tables, videos, etc. Additionally, to facilitate downloading of files, import correctly sized images rather than resizing them in Word.

·  Use text wrapping. Images or objects that are not in line with text may be confusing to screen reader users. When using images with text, ensure that the option for text-wrapping is set to Top and Bottom or In Line With Text.

·  Use descriptive text for the hyperlink. The hyperlink text should meaningfully direct a user to the destination. Avoid the use of only the URL or simply “click here” without further information.

Compiled by the LSU Shreveport
Student Development & Counseling Center
797-5365; ADM 220

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