Microsoft Word Accessibility & Inclusive Docs Notes

Objectives: Microsoft Word Accessibility & Inclusive Docs Notes

Microsoft Word Accessibility & Inclusive Docs Notes

Microsoft Word: Accessibility & Inclusive Documentation

Accessibility in Word ensures that your documents can be used by everyone, including people with disabilities. Inclusive docs follow best practices for readability, screen readers, and keyboard navigation.

1. Preparing Your Document

  • Set a clear font like Calibri, Arial, or Verdana. Avoid fancy fonts that are hard to read.
  • Use sufficient font size (minimum 11pt for body, 14pt for headings).
  • Ensure high contrast between text and background (dark text on light background is best).
  • Use Word's built-in Styles for headings: Home > Styles > Heading 1, Heading 2, etc.
  • Check language settings: Review > Language > Set Proofing Language.

2. Using Headings & Structure

  • Use heading styles to create a logical structure. This helps screen readers navigate the document.
  • Shortcut: Ctrl + Alt + 1 for Heading 1, Ctrl + Alt + 2 for Heading 2.
  • Check reading order: View > Navigation Pane to see if headings follow a proper hierarchy.

3. Tables & Images

  • Always add table headers (Table Design > Header Row).
  • Provide Alt text for all images:
    1. Right-click image > Edit Alt Text
    2. Describe the image clearly for visually impaired users
  • Ensure tables are simple; avoid merged cells that confuse screen readers.

4. Color & Contrast

  • Do not rely on color alone to convey information (use text labels too).
  • Check contrast: Review > Accessibility Checker > Check Accessibility.
  • Fix any issues suggested by Word’s Accessibility Checker.

5. Language & Reading Tools

  • Set the correct document language: Review > Language > Set Proofing Language.
  • Use Immersive Reader for reading assistance: View > Immersive Reader.
  • Read Aloud feature: Review > Read Aloud (listens to your text).
  • Dictation: Home > Dictate (type by speaking).

6. Keyboard-Only Usage

  • Ensure users can navigate using only the keyboard (Tab key to move through content).
  • Check focus order (logical order of interactive elements).
  • High contrast mode: File > Options > Ease of Access > High Contrast Mode.
  • Zoom & Large text: View > Zoom to increase text size for readability.

7. Accessibility Checker

  • Run accessibility check: Review > Check Accessibility.
  • Fix issues suggested by Word (missing alt text, headings not used properly, color contrast issues).
  • Export tagged PDF for screen readers: File > Export > Create PDF/XPS > Options > Document structure tags for accessibility.

8. Lab Exercise (Practical Steps)

Objective: Make a Word document accessible.

  1. Create a new document and set font to Calibri, size 12.
  2. Add Heading 1 for the title, Heading 2 for sections.
  3. Insert an image and provide alt text: describe what is in the image.
  4. Create a simple 3x3 table and enable the header row.
  5. Change text color to dark blue on a white background.
  6. Run Accessibility Checker and fix any issues.
  7. Use Read Aloud to check document clarity.
  8. Export the document as a tagged PDF for accessibility.

Shortcut reminders:

  • Headings: Ctrl + Alt + 1/2/3
  • Read Aloud: Alt + Ctrl + Space
  • Check Accessibility: Alt + R, then A

9. Tips Before Creating Accessible Docs

  • Plan your headings and sections first.
  • Choose simple fonts and readable sizes.
  • Ensure images have descriptive alt text.
  • Check color contrast early.
  • Use Word Styles instead of manually formatting text.

10. Sample Exam Questions & Answers

  • Q1: What is the purpose of alt text in Word?
    A1: To describe images for visually impaired users so screen readers can read them.
  • Q2: How do you run the Accessibility Checker in Word?
    A2: Go to Review > Check Accessibility.
  • Q3: Why should you use Styles instead of manually formatting headings?
    A3: Styles create a proper document structure, which helps screen readers navigate content.
  • Q4: How do you create a tagged PDF for accessibility?
    A4: File > Export > Create PDF/XPS > Options > Check "Document structure tags for accessibility".
  • Q5: What does high contrast mode do?
    A5: Improves readability by increasing contrast between text and background for visually impaired users.

By following these steps, anyone can create inclusive and accessible Word documents that everyone can read and navigate easily.

Reference Book: Microsoft Official Documentation – https://support.microsoft.com/word – Official guides for all Word features and updates. “Microsoft Word 365 Step by Step” by Joan Lambert – Beginner to advanced, includes practice files and real examples. Online Tutorials & Blogs – Sites like GCFGlobal, TechRepublic, and Office.com blogs for tips, tricks, and templates.

Author name: SIR H.A.Mwala Work email: biasharaboraofficials@gmail.com
#MWALA_LEARN Powered by MwalaJS #https://mwalajs.biasharabora.com
#https://educenter.biasharabora.com

:: 1::

⬅ ➡