Accessibility in Word
For Part 2 of our “Accessibility in Office Applications” blog series. This week we’re exporing Accessble Best Practices and Accessibility Features that are specific to Microsoft Word.
Accessible Best Practices in Word
Remember: these are in addition to the Accessible Best Practices in Office Applications – Part 1 of this blog series!
Headings
Use the heading styles that are built in!
Don’t just adjust the font formatting – this may (and we emphasize) may make it visually look like a header, but it isn’t structurally a header. Screen readers won’t know it’s a header. Your table of contents can’t be automatically made. There is no way to navigate your document.
Use the heading styles that are built in!
It’s also recommended that you have no more than 6 heading levels.
Learn more about using built-in heading styles in Microsoft Word
Links
Hyperlinks should have meaningful text!
Ideally, they should also make sense if read on their own as screen readers or keyboard navigation users can navigate through a list of links.
Don’t be a member of the “click here” club!
It’s also recommended that links have a different color than the rest of your text, and, are underlined. Remember how color can’t be used as the only way to convey information? Without underlining your links, the only way to tell that text is a link, is by color!
When able, we recommend using the hex code #0000FF for links. This is “true blue” or “100% blue”.
Learn more about accessible links and meaningful text in Microsoft Word
Readability
Did you know that Word can evaluate your text based documents for readability? It can! And readability is an often over-looked aspect of ensuring your document is accessible.
When we say “readability” we really mean comprehension. If your document is “hard to read” it is hard to understand.
Word uses the Flesch-Kincaid Grade Level rating. We’d recommend to keep your documents at a grade level of 9 or less. If your document scores higher than 9, it might be hard to understand for some folks. Try to go back and edit your work.
For the writer of this blog, the most common reason for higher grade level, is long sentences. Try to keep your sentences under 20 words… Hey guess what?! Word also tells you the average words per sentence in your work!
Learn more about getting your document’s readability statistics
Accessibility Features in Word
Dictation
Dictate text! That is, speak and have your computer type for you!
Learn about Dictation in Microsoft Word
Immersive Reader
Immersive Reader is multiple tools all built into one feature!
- Adjust column width and text spacing
- Change the page (background) color
- Use a reading ruler
- See syllables identified
- Have text read aloud
Learn more about Immersive Reader in Microsoft Word
Editor
Editor is an advanced version of the previous spelling and grammar checker! Use Editor to check for:
- Spelling and Grammar
- Clarity
- Conciseness
- Formality
Remember how we recommend you use simple, clear, and concise language? Editor can help you with that!
Learn more about Editor in Microsoft Word