Creating Accessible Word Documents

Not only is being ADA complaint required by law, but it increases the accessibility of your content.  This is just good practice in teaching.  Increasing the accessibility increases your student success rate. 

What does it take to keep your documents ADA Compliant?  A few qualities include:

• Not use watermarks – screen readers cannot process them and they make the text difficult for those with visual impairments.
• Add meaningful hyperlink texts – this is actually good web design practice.
• Ensure the color is not the only means of conveying information.
• Use sufficient contrast
• Favor built-in headings over simply bolding text for a heading.  (It helps when searching the document)  This one you can do easy by using built in styles.
• When using tables, use table headers, and keep them simple (which is also good instructional design), and
• If you use images, be sure to at Alt Text with them.  You can do this by:
  •  Selecting, or right clicking, on the picture with the mouse.
  • Selecting “Format Shape”
  • Then select Alt Text from one of the menus in the Format Shape options, and
  • Add a title and brief description

If this seems overwhelming, there is an easier trick.   Employ the “Accessibility Checker” in word. This will identify all areas that need to be changed and supply you with step-by-step instructions on how to correct the issues.

Accessing the Accessibility Checker is easy.  If you have Office 365, you can find it under the “Review” tab.  Selecting the Accessibility will give you a button that will stating, “Check Accessibility”.

If you have an older version of Word, such as Word 2013, you will have to:

1. Click on the File Tab
2. Select “Info”
3. Click on “Check for Issues”, and
4. Select “Check Accessibility”.

Using the Accessibility Checker takes only a few moments, but it ensures that your documents are ADA Compliant and that your students have the best chance for success.