Making accessible documents ensures that they usable by the widest range of users, but also ensures your document is easier to edit and navigate. It is important to make these changes to Word documents to accommodate a variety of disabilities. For example, many people with visual disabilities use screen readers which read aloud information on the screen such as text or image descriptions provided through alternative text (Alt Text).

If you plan, format, and structure your document correctly in the beginning, it will ensure the file is not only accessible but can also be converted into a variety of different alternate formats (e.g. PDF or braille) while retaining its accessibility features.

Styles

Styles are formatting instructions automatically programmed into Word. Styles are used in lieu of the buttons on the toolbar (for example, the “Bold” button, or the “Bullets” button). Use them to create:

• Titles (using the “Title” style)
• Headings (using one of nine “Heading” styles)
• Subtitles (using the “Subtitle” style)
• Bulleted Lists (using one of five different “List Bullet” styles)
• Numbered Lists (using one of five different “List Number” styles)
• Words in italics (using the “Emphasis” style)
• Words in bold (using the “Strong” style)
• Underlined words (using the “Subtle Reference” style)

To use a style

1. Click on Home in the ribbon toolbar. The fourth box from the left in the home ribbon is the Style box.
2. Before typing in any text, select the style you would like to use.
3. For example, click on Title if you wish to create a title. Type in your title. Press enter, and your text will revert to the Normal (default) style. From here, you can continue using the appropriate styles. For instance, you could start writing your text in the Normal style, or you may want to create a heading. To create a heading, click on a Heading style, and then input your text.
4. To see a list of more styles, click the expansion arrow at the bottom right corner of the Styles box. Go to Options in the bottom right corner, and in the new window which pops up, select All styles in the first drop down menu. Select OK and the Styles window will now show many more styles.

To modify a style

1. Right Click on the icon of the particular style in the menu.
2. Select Modify. A new window will open.
3. Click Format (found in the bottom left corner of the window).
4. In the pop-up menu, select the change you wish to make. For example, if you wish to change the written text, select Font
5. Changes which are made to one style will appear throughout the document where that particular style is used.

Headings

Headings are a type of Style which makes it easier for various adaptive technologies to navigate a document. Many people do not create Headings correctly, either making font sizes bigger or in bold rather than using the formats already provided by Word. By using Headings, you are creating a real structure in your document which will be correctly read by assistive technology and will make the page more usable for everyone. In Microsoft Word, there are several different styles of Headings to choose from. See the instructions on how to use/modify Styles to learn how to incorporate Headings into your text.

Heading levels should represent the structure of the document.

• A Heading 1 is the document title or a main content heading. There is generally just one Heading 1 per document, although it is possible to have more than one (e.g., a journal where each article is a Heading 1).
• A Heading 2 is a major section heading.
• A Heading 3 is a sub-section of the Heading 2.
• A Heading 4 is a sub-section of the Heading 3, and so on.

You should not skip heading levels, such as using a Heading 4 after a Heading 2 with no Heading 3 between the the two.

Columns

If you create columns using spaces and tabs, it will not be recognized as a column by assistive technology.

Inserting Columns

1. Click on Layout in the toolbar.
2. Select Columns in the Page Setup group.

Tools to Avoid

Adding Text Boxes, Quick Parts, Word Art, and Drop Caps should be avoided since content can be inaccessible or difficult for persons with low vision.