The following information is intended to help maximize the accessibility of Word documents for readers using assistive technology software such as screen readers. These best practices will also help produce documents that are better for all readers and will allow for successful conversion to accessible PDF files.
A uniform, consistent heading structure is one of the most important accessibility consideration in Word documents. Sighted users often have little difficulty scrolling a lengthy document looking for big, bold text to quickly understand the basic structure and content of the document. Those using screen readers and other assistive technology, however, rely on heading structures (heading styles) for navigation. Headings are more than just using bolded, enlarged, or centered text; they are structural elements that have meaning to a screen reader providing a meaningful sequence to users of assistive technology.
Heading styles allow for the creation of structure through hierarchy. Heading styles start with Heading 1 and progress through Heading 6. Heading 1 is usually the page title or main content heading announcing the overall theme of the document. There should only be one of these per document. Heading 2 is usually a major section heading announcing the main topics covered in the document. All Headings beyond Heading 2 become sub-sections of the heading preceding it. Headings should always progress sequentially and should not skip levels.
An example of good document structure:
Notice Heading 3 always comes after Heading 2 and Heading 4 always comes after Heading 3 and so forth. You can have as many headings as you would like as long as the structure remains consistent.
In addition to allowing for easy navigation of your document by all users, applying headings allows for the quick and easy addition of a table of contents. A table of contents gives those using a screen reader the ability to navigate quickly through a document and to find relevant chapters and sections.
Using bulleted, numbered, or multilevel list formatting allows screen readers to properly announce the text as being part of a list. It also allows users to quickly navigate among items on a list as well as in and out of lists. When lists are made using the tab key or spacebar, screen readers do not recognize the items as being a list, rendering the list reading controls inoperative. Use the list options in the ribbon to choose Unordered Lists, Bulleted Lists, Multilevel Lists or to increase or decrease indents.
When it comes to images and graphics, simplicity is key. A simple, well-designed page is easier for all users to read and understand. To accommodate all users, be sure to convey information in the text about any graphic elements in the document such as images, diagrams, charts, graphics, etc. The addition of “alt text” to graphics and images also allows for screen readers to describe the content to users. The use of alt text and descriptive text ensures all users can understand the significance of included graphics and images in a document.
Sighted users visually scan a table to make associations between the data in the table and how it relates to the the row or column it is housed in. Screen readers need further assistance to make these same kind of associations. Accessible tables require a clear table structure and table headers to help guide the screen reader user.
To create hyperlinks that are accessible to screen readers, use the following principles:
Word includes an accessibility resource that helps to identify accessibility issues. To check the accessibility of a document, select the Review tab from the Ribbon and then Check Accessibility. An Accessibility Checker task pane will appear to the right with the inspection results.
The Inspection Results classifies accessibility issues into three categories:
To maintain accessibility when saving a document to a PDF, check the “Best for electronic distribution and accessibility” box when exporting as a PDF.