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Accessibility Workshop on OER for LaGuardia Community College: Create Accessible WORD document

General Word Accessibility Tips

  • Use a sans serif fonts such as Arial, Helvetica or Verdana.
  • Use 12 point or larger.
  • Give documents descriptive titles, they are read aloud to screen readers.
  • Use WORD’s built in STYLES to structure and organize your document.
  • Use HEADINGS to structure and organize your document.
  • Use PAGE LAYOUT/COLUMNS to create columns, not with tabs or spaces.
  • Include ALT TEXT (alternative text describing item) for images, tables, charts and graphs so they are “visible” to everyone. 
  • For complex tables and charts provide a detailed transcript.
  • Don’t use tables for layout.
  • Keep tables simple.
  • Use descriptive text for links, don’t use  “click here” or “more”
  • Use bulleted and numeric lists for related items.
  • Include a table of contents for long documents (Word can generate if you use styles).
  • Don’t use color as the sole way you relay information.
  • Be cautious as to the colors you choose.
  • Provide sufficient color contrast.
  • Check how document looks for colorblind individuals.
  • Include closed captions or transcripts for any audio or video elements.

Accessibility Instructions for various word versions

For each version of Word, Microsoft provides detailed instructions on how to:

  • Create and Edit Headings
  • Add Alternative Text
  • Create Tables
  • Editing Hyperlinks
  • Create Lists
  • Create Columns
  • Use the Accessibility Checker
  • Saving as HTML
  • Convert to PDF

Select your version of Word to see how to add accessible content.