Microsoft Word

Microsoft Word has several tools that can be used to create an accessible document which can then be used by Blackboard Ally to generate accessible alternative formats. Since Blackboard Ally does not fix accessibility issues, faculty should ensure their documents are as accessible as possible before uploading to their course or sharing out to students. Using the tools on this page along with the Microsoft Accessibility checker can help ensure your document is accessible for all. Any questions about creating accessible course materials can be directed to our Centers for Learning Excellence (CLEs).

Using Microsoft Accessibility Checker

Microsoft Office programs such as Word and PowerPoint, allow the user to check the level of accessibility of a document. The Windows Accessibility Checker provides a report for the user to understand potential issues and how to make corrections to fix those potential accessibility issues.

1. On the ribbon in Microsoft Word, choose the Review tab
2. Select Check Accessibility
3. Review your results
4. Adjust as needed; you can use the Recommended Actions List to apply one click fix by clicking on the pulldown menu next to an action

Accessibility Checker Indicators:

• These are significant accessibility issues that should be addressed
• These may cause problems for some readers (see below)
• Given by Microsoft as suggestions to help improve accessibility
• Intelligent Services (AI Corrections). Computer-generated suggestions. These should be avoided as they often fail to convey the academic purpose of an image and will therefore not be accessible.

Limitations of the Accessibility Checker

Any review by the Accessibility Checker should be examined to ensure that some aspects are not missed. The Accessibility Checker is not able to examine the following:

• If important information is conveyed using color (avoid this)
• Document properties such as a title or language are set
• Checking hyperlinks to ensure the destination is accessible
• Understanding the academic context of your documents. For example, a full hyperlink may be needed as part of reference for a Works Cited page and therefore is acceptable, even though it may be flagged as a Warning by the accessibility checker.

Creating an Accessible Word Document

Besides following the principles of Universal Design for Learning you can also do the following:
*Note, these items are available as a checklist for download in the MS Word Accessibility Checklist and Guide.

• Formatted using Headings or the Styles tool
• Appropriate font type, size, and color used
• Lists properly formatted with bullets or numbering
• All hyperlinks use meaningful text to indicate the link’s destination
• All images, graphics, tables and graphs have alt text
• Tables designed to be read left to right by a screen reader
• Graphs and complex images are readable and use clear descriptions
• Any mathematic equations created using MathType or another accessible equation editor
• Accessibility check was run to make sure document contained no errors
• All errors listed in the Accessibility Checker were corrected

Color Contrast

Without sufficient color contrast between font and background, people who are color blind and low vision will not benefit from the information. And using color alone to convey meaning will leave those who are color blind or blind unable to interpret the meaning.

Using black text and white background is the best option.

Descriptive Links

The purpose of descriptive links is to provide readers with the context of where the link with take them. Words like click here or more information should not be used to denote a link to additional information.

Writing Link Text

Screen readers announce the presence of a link, so it is not necessary to denote a link with words like link or website. Simply describe the place where the reader is going. Use the keywords for link text. Make link text self–explanatory to support effective navigation.

Headings

Headings in Microsoft Word can create an outline that can help users navigate the content on a page or series of pages. There are 3 overarching principles in the use of heading:

• Use them to provide an outline
• Nest them- do not skip levels
• Do not use them for links, use to indicate sections of content

Heading Tags

The Style section at the top of your Microsoft page supplies you with the starting point. Styles can control the appearance of text and apply structure. They control the font type and size, but also provide information about the page or document’s organization. Styles are preformatted, but can be easily customized.  For example, heading 2 can be changed to appear in any size, font, and color. Regardless of the modifications, it remains a second level page heading.

Once headings are used in a document Word’s navigation pane will display an outline. It can also be used to create a table of contents complete with page numbers.

Using Headings

The heading or styles appear on the home ribbon in Word. If desired you can modify the visual appearance of a style, right click on the box (i.e. Heading 1) in the ribbon and click on Modify. Heading 1 is often the title. Use the normal style for your text and when it comes time to add a section, use the next sequential heading nesting when appropriate. Focus on using headings for section differentiation. Do not skip levels.

Tables and Header Rows

The purpose of a header row in a table is to provide information about the structure. Typically, changing the appearance of the row provides little or no information about the table. Create tables with column and/or row headers to ensure proper reading order. For information on creating more complex or detailed tables, visit the Tables page.

How to Create a Header Row

1. Place the cursor in the top row of your data table (avoid merged, nested and split cells)
2. Click on the Design tab under Table Tools
3. In the table Style Options group, select the header Row checkbox
4. Under table Tools, click on the Layout tab
5. In the data group, click the Repeat Header Row button. This will indicate the top row as the table’s header
6. Check the reading order by placing your cursor in the first cell of the table, press the tab key repeatedly to navigate through the table