Microsoft Word Accessibility

1. Select any cell in the table.
2. On the Ribbon, under the Table Tools tab, click the Design tab.
3. At the far left of the Ribbon, click in the Table name box, to view the existing name.

Add Table Titles – Add a title to the row before each table to inform users of its content. For example, “Table 1: Annual Meeting Expenses”, or “Table 2: Extra Charges”.

Create Tables Using Built-In Tools – Use one of the two methods below to create/insert tables. This ensures screen readers can identify them and read their information correctly.

NOTE: As it is the case with other text, justify your table to the left.

Insert a Table – This method works best if you have not already input data in the cells and want to create a blank table from scratch.

1. Decide where you want your table and select that entire area.
2. In the ribbon, go to: Insert > Table, or press the key command Alt + M, T.

• Headings are important visually. They are equally important for navigation via a screen reader.
• Different heading levels help the reader easily identify and navigate to a title, a section, or a subsection with the use of key commands.
• Logically arranged headings help organize content and create a visual/mental outline of the document.

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Creating accessible headings

1. Select the text you wish to use as a heading.
2. On the Home tab, in the Styles group, select a heading style (for example, Heading 1 or Heading 2).

You can also use key commands to create the different headings. Pressing Alt + Control + 1 creates a level 1 heading, pressing Alt + Control + 2 creates a level 2 heading, and so forth.

• Lists and columns are used to break up and simplify content.
• Screen readers cannot infer meaning just from formatting, such as using a dash as a way to create a bullet, or using spacing and tabs to create columns.
• Using built-in tools to create structure allows the screen reader to identify these features and convey such information to the reader.

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Creating accessible lists

1. Position the cursor where you want to create the list.
2. Select the Home tab.
3. In the Paragraph group, select the Bullets button or the Numbering button.
4. Type each bulleted or numbered item in the list.

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Creating accessible columns

1. Select the content you want to make into columns.
2. Click the Layout tab.
3. Click the Columns button.
4. Click on the icon representing the number of columns you want.

• A screen reader can read text with synthesized speech, but it cannot read a picture or describe it.
• Alt Text (or alternative text) helps people who can’t see the screen understand what’s important in images and other visuals.
• Alt Text basically allows the person creating the document to place a text label or description on a picture.

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Creating accessible images: Adding Alt Text

1. For Alt Text to work, you must insert the picture via the Insert tab; you cannot drag the image into your document
2. Right-click your image. ( If your right-click/Context menu does not offer Format Picture as an option, you’ll need to remove that image and add it back in via the Insert tab.)
3. Select Format Picture.

1. Select the Layout & Properties icon (box with arrows pointing north, south, east, and west).
2. Select Alt Text.
3. Type a description in the Title text box.

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Headings are the main parts of an outline, and communicate the organization of the content on your document. In addition, assistive technologies such as screen readers use them to provide efficient navigation.

• Headings are used to organize the content
• Headings should describe topic or purpose
• Headings should not be used to highlight body text.
• Headings may use any font size/bold combination; however, you probably want your title to be the most prominent, and your sections to draw the reader’s attention.

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Example of Logical Structure

As an example, let us think about the outline for a document about pets.

H1 (heading level 1) is usually your title. Visually, it is larger and bolder because of its importance. In this case, it would read something like:

Things to Consider When Selecting a New Pet

H2 (heading level 2) will be used to highlight the main sections on your document. For instance, your sections could include Dogs, Cats, Fish, Reptiles, etc.

H2 headings would have a smaller font than the H1, but still large and prominent, so people can easily scan the document and find the section they need.

H3 (heading level 3) will be used to highlight subsections or topics that fall under your document sections. For instance, under the Dogs section, you could have subsections such as Getting a Puppy, Getting an Older Dog, Breed Considerations, etc. Topics under Cats, Fish, and Reptiles would be H3 as well.

Visually, H3 font could be a different style, or possibly smaller than the H2 font, but still bold or different from the body text font. This way people can differentiate and easily locate these subsections.

If needed, you may nest headings up to H6; however, once the author understands the heading hierarchy, most documents and sites only use up to H4 headings.

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How to easily check your headings

1. Open the Navigation Pane (Ctrl + F). Make sure it’s on the icon to browse headings.
2. Check that all of your headings appear in the navigation pane and match the visual outline of your document.
3. Make sure your headings follow a logical order.

Alt text adds descriptive text to an image. Screen readers are able to read this information to users who can’t see the image.

NOTE: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience with most major screen readers including Narrator. For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

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Add alt text to images like pictures, clip art and screenshots

1. Right-click an image.
2. Select Format Picture > Size & Properties.
3. Select Alt Text.
4. Type a description and a title.

TIP: Include the most important information in the first line, and be as concise as possible.

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Add alt text to SmartArt graphics

1. Right-click a SmartArt graphic.
2. Select Format Shape > Shape Options > Size & Properties.
3. Select Alt Text.
4. Type a description and a title.

TIP: Include the most important information in the first line, and be as concise as possible.

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Add alt text to shapes

This describes how to add alt text to shapes, including shapes within a SmartArt graphic.

1. Right-click a shape.
2. Select Format Shape > Shape Options > Size & Properties.
3. Select Alt Text.
4. Type a description and a title.

TIP: Include the most important information in the first line, and be as concise as possible.

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Add alt text to PivotCharts

1. Right-click a PivotChart.
2.  Select Format Chart Area > Chart Options > Size & Properties.
3. Select Alt Text.
4. Type a description and a title.

TIP: Include the most important information in the first line, and be as concise as possible.

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Add alt text to tables

1. Right-click a table.
2. Select Table > Alternative Text.
3. Type a description and a title.

TIP: Include the most important information in the first line, and be as concise as possible.

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Adding text to hyperlinks

1. Right-click a cell.
2. Select Hyperlink.
3. In the Text to display box, type text that describes the target of the hyperlink.
4. In the Address box, enter the destination address for the hyperlink.
5. Optional: Select the ScreenTip button and, in the ScreenTip text box, type a ScreenTip. Screen tips will appear when your cursor hovers over text or images that include a hyperlink.

Flashing and animated text and objects can be distracting, and can make screen readers read parts of the slide out of order, or not read it at all.

In addition, animated text can not be read by a screen reader, and may be difficult for low vision users to read.

Flashing objects may be a public safety issue for individuals with photosensitive epilepsy. Unless there’s a compelling business need, flashing objects should be excluded. If you feel you do have a compelling business need, ensure your object flashes below 3Hz.