Microsoft Word

A document's title should match the heading 1 of a document. When a document has a title, screen readers will announce the document's title field instead of the document's file name. It is recommended that the document's title field matches the heading 1 of the document. This is helpful when a screen reader user is toggling between programs or pages.

To add a document title:

1. Select the File tab on the ribbon.
2. Select the Info option.
3. In the Properties section, edit the Title attribute by inputting the document's heading 1.

Objects such as text boxes, images, and tables must be set to "Inline with text" to be read by assistive technologies. Some assistive technologies will read floating objects as they come across the object, but many may not. Because of this, your content will still be inaccessible to many users if your content is not inline with text.

Though, it is favored by many to have floating objects due the visual appearance. In order to do so and the content be accessible, it would be best to export it as a PDF and modify the tags so that it is guaranteed that the image will be read by assistive technology and the reading order, or tags, can be set appropriately.

To place a textbox, shape, or image inline with text:

1. Select the object.
2. Select the Shape Format, or Picture Format, tab in the ribbon.
3. In the Arrange section, use the Wrap Text drop-down menu and select "In Line with Text."
   

To place a table inline with text:

1. Select the table.
2. Select the Table Layout tab in the ribbon.
3. In the Table section, select the Properties button. The Table Properties dialog box will open.
4. In the Table tab, set the Text Wrapping to None.

Normal text, regular 12-point font, must have a contrast ratio of 4.5:1 or greater and large text, bold 14-point font or regular 18-point font, must have a contrast ratio of 3:1 or greater. All non-text content such as graphs, charts, and such must have a contrast ratio of 3:1 or greater so visual elements are distinguishable from one another. These ratios can be measures with WebAIM's Color Contrast Checker or Word's Accessibility Checker will flag any true text that does not meet such minimum requirements.

If your content does have color contrast issues, an error will appear in the Color and Contrast section of the Accessibility Assistant side panel. To access the Accessibility Assistant:

1. Select the Review tab on the ribbon.
   
2. In the Accessibility section, expand the Accessibility Check drop-down menu.
3. Select the Check Accessibility option. The Accessibility Assistant side panel will open.
4. In the Color and Contrast section, select the error.
5. Modify the text by selecting one of the suggested font colors, or select More Font Colors, Page Background, or Modify Style for more options.

Form options are found in the developer tab and have accessibility concerns that the Microsoft Accessibility Checker does not address. Microsoft Word's form fields create keyboard traps and are incredibly difficult to navigate with a screen reader. It is encouraged to create forms as a PDF file type or as a webform.

To create forms in Word, you must enable to Developer tab:

1. Select the File tab on the ribbon.
2. Select the Options button. The Word Options dialog box will open.
3. Select the Customize Ribbon tab.
4. In the Customize the Ribbon section, ensure that Main Tabs is selected.
5. Find the Developer main tab from the list and check the box.
6. Select OK.

Instead of using comma after comma after comma in a sentence, you can break up your content to increase the whitespace, making it easier for your audience to read your content. Bulleted, or unordered, lists should only be used for content where the order of the content is insigificant to a reader's understanding. For example, a list of ingredients. Contrarily, numbered, or ordered, lists should only be used for content where the order is significant. For example, steps to complete a task.

To insert a list on a word document:

1. Select the Home tab on the ribbon.
2. In the Paragraph section, select the button labeled "Bullets" or "Numbering." The content that was selected will turn into a semantic list.
3. To change the list label, expand the "Bullets" or "Numbering" buttons and select an list label type.

Links should not be ambiguous. For instance, using "Click here" or the full URL is ambiguous to many users and can be difficult for users to distinguish your content. Use descriptive link text to describe the content and location of the link. Including the file type can also be helpful to many users.

To add descriptive link text to a link:

1. Select the Insert tab on the ribbon.
2. In the Links section, select Link. The Insert Hyperlink dialog box will open.
3. Choose an option to "Link to."
4. In the Text to display textbox, insert descriptive link text that accurately describes the purpose and/or location of the link.
5. If hyperlinking a file or webpage, use the "Address" textbox to insert the hyperlink. If linking to an email address, use the "E-mail address" textbox to insert the email address (emails are already descriptive but you can add descriptive link text if you desire).

Headings increase the navigability of your content. Be sure to include 1 heading 1 which should match the document's title in the file properties. Use heading 2 through heading 5 as needed throughout the document to create relationships between content and break up content so it is easier to skim.

Headings should be organized in a hierarchy. Similar to a family tree with you (H1), your kids (H2), and your grandkids (H3).

To add a heading to your document:

1. Select the Home tab on the ribbon.
2. In the Styles section, use the "Styles" button to expand the various text styles.
3. Select the appropriate heading level.

Tables are commonly used to format content to make a column effect. This can make it harder for your content to navigate because tables are meant for data. It is important to use them appropriately so users do not run into potential issues. There are layout options to create columns so that your content is accessible. No more abusing tables!

To insert columns on your document:

1. Highlight the content you want to organize into columns.
2. Select the Layout tab on the ribbon.
3. In the Page Setup section, select and expand Columns.
4. Choose a column type or customize one by selecting the "More Columns..." button.

To make it easier for screen reader users to identify tables, you can apply a title and alt text to a table for better context.

To apply a title and alternative text:

1. Select the table.
2. Open your context menu (right-click).
3. Select the menu item labeled "Table Properties..." The Table Properties dialog box will open.
4. Select the Alt Text tab.
5. Insert a title field (similar to the table caption) for the table and describe the content of your table in the alternative text field.
6. Select "OK."

Table captions are not required but they can be helpful to some screen reader users (WAI, 2019). Table captions act as a table's title or heading. With that being said, a table caption should be concise and informative of the content the table is presenting.

To add a table caption:

1. Select the table.
2. Select the References tab on the ribbon.
3. In the Captions section, select the "Insert Caption" button. A dialog box will open.
4. Insert a table title in the Caption textbox, choose a label or remove it, and select a position for the caption relative to the table.
5. Select "OK."

Row and column headers create an association and meaning for data. It is important to indicate row or column headers so the headers are read aloud along with the data while navigating with screen reading technology. Bolding the leftmost or top row is not semantically a header, it is simply formatted text and would not suffice.

To indicate row and column headers:

1. Select the table.
2. Select the Table Design tab on the ribbon.
3. In the Table Style Options section, check the header row, first column, and/or last column boxes.

Images with educational value should have alternative text. Any content that is not expressed in a text, such as images, graphs, etc., should have a text alternative that conveys the purpose. Only the context-relevant information that you want the user to know should be conveyed in the alternative text. Alternative text should never start with “image of” or “graphic of.” A screen reader will do that for the user by default.

To add alt text to an image in PowerPoint:

1. Select the image so that the Picture Format tab becomes available.
2. Select the Picture Format tab on the ribbon.
3. In the Accessibility section, select the button labeled "Alt Text." The alt text side panel will open.
4. Use the textbox to input alternative text for the image.

Note: Do not use the button labeled "Generate alt text for me." It is inaccurate and does not provide sufficient alternative text. You must be able to describe any images you provide.

Decorative images contain no additional or educational value to the information you are presenting. Decorative images should be marked as decorative using the alt text panel.

To mark an image as decorative:

1. Select the image. The Picture Format tab on the ribbon will become available.
2. Select the Picture Format tab on the ribbon.
3. In the Accessibility section, select the button labeled "Alt Text." The Alt Text panel will open.
4. Check the "Mark as Decorative" checkbox.

• Images of text may include logotypes, wordArt, images of historical documents, etc.
• Images of text should have equivalent alternative text unless the text is decorative.
• Images of text, or page banners, should not be used as headings. Users cannot increase the font size of the text in the image which could impose barriers.
• ESL learners cannot translate images of text as easily as true text if needed.
• There are instances where the alternative text of an image of text does not need to contain every word of the image if it is not relevant to the content. For instance, if providing a screenshot of a webpage, the alt text does not need to cite every word shown in the screenshot. However, if a button design was made in Canva, the alternative text should be equivalent to the text in the image.

It is not recommended to regularly use images of text unless an accessible alternative format is available.

• Audio-only files must be accompanied with an accurate transcript on the document.
• Video-only files must be accompanied with a text description of all significant visuals or text shown in the video.
• Audio and Video files must be contain accurate, syncronized captions and appropriate audio descriptions where necessary.