Embedded Files
Pick a section to read more about it.
What does an accessible document look like? Here's an example:
Making Content Accessible-Features Built In.docxHeadings
Headings
Headings provide a way for those who use assistive technologies to navigate a document. Bolding or enlarging text rather than using Word's heading feature can leave a user without a document hierarchy and no way to quickly get to information. Word's heading feature (pictured) is located on the "Home" tab of toolbar:
Using Built in, Sequential Headings
A few notes about headings:
Word has built in sizes and styles for each heading type, but those can be easily changed by you with a few simple steps - Setting Custom Heading Styles.
Heading styles include codes that mark heading text for the table of contents. If a document was created using heading styles, a table of contents can be created in less than a second. This table of contents can be refreshed whenever the documents is edited. Create a Table of Contents with Headings
A document map can be accessed to navigate through the document while editing (Using the document map).
Text Formatting and Spacing
Text Formatting and Spacing
Spacing your document by using the "Enter" key can confuse screen readers. Rather than recognizing that blank spaces created in this way are a break between sentences or paragraphs, screen readers can incorrectly read these blank spaces as the end of a document and stop reading. Use Word's built in formatting and spacing tools to create the design aesthetic you want and avoid all the "blanks".
Lists
Lists
When lists are explicitly created as lists, it creates a callout to a specific type of information. When a screen reader enters a list, it informs a user that he/she is on a list and how many items are included in that list - helpful formatting knowledge for further understanding content.
Alt Text for Images
Alt Text for Images
Alternative text (alt text) communicates the content of an image to people who can't see it. When a screen reader encounters an image with alt text, it announces an image and then reads the alt text.
A few notes about images & alt text:
If images are purely decorative and contain no informative content, they do not require a description. However, they may still require specific markup so screen readers know to skip them. Word provides a checkbox to note that an image is purely decorative.
Alt text is also necessary for SmartArt graphics, shapes, charts and tables. This kind of alt text should give an overall summary of the information - that is, the main idea that you want the user to take away from the image.
Self-described Links
Self-described Links
Screen readers provide users with the ability to scan a list of links. Without clear, meaningful hyperlink text, the user has no idea what a specific link is.
Do not insert links like this: http://opi.mt.gov/leadership/Academic-Success/Tranformational-Learning
Instead, hide the link behind the text: Transformational Learning Page
What about "click here" or "read more"? Can those phrases be linked?
If at all possible, avoid using either of those statements. However, if you’re sending a really short email then it’s okay to use both of those terms – especially the “read more” one if you’re utilizing the red box in govDelivery. The whole idea of an email is to keep things short so the recipient will read it and then he/she will know exactly what “Read More” is referring to – so if it’s a short email with one or two links, it’s totally okay.
The reason one should generally try and avoid these terms for links is that assistive technology that those with disabilities use provides them with a list of links from a page so they do not have to listen to an entire page. You can see why then it would be important for several links in an email or on a webpage to be self-described so that the person listening can actually understand very quickly what the link refers to.
Tables
Tables
There are three important things to do/not do with tables
Tables are understood to be displaying data, so avoid using them to format or design a document. It can be confusing for a user to encounter a table, but not have it share the type of information expected.
Because of data’s sometimes complex representation, it’s necessary to identify headers versus regular data cells so the user can orient the information.
Formatting Tables with a Simple Structure and Headers
Alt text is definitely necessary for complex tables. The alt text description should give basic information about what is contained in the table so the user can decide to interact with it or move on to the next section. If the table is more simple, then alt text is not as necessary.
Color
Color
If a viewer is color-blind, has low vision or other print disabilities, color may not be perceived. Webpages with low contrast can leave users with color blindness or a color deficiency unable to understand the information being shared.
Rules for Using Color:
Provide sufficient contrast.
WebAIM provides a color contrast checker to help you determine if your colors are accessible
If you only have the rgb code for colors you're checking in WebAIM, you can put that code in this hex converter to find out what the hex code is.
Microsoft Word also now checks for color contrast too! Any warnings or errors with this will show up in your Accessibility pane after running the check.
Do not use color as the only indicator that something is important or requires action
The following examples show inaccessible versus accessible content using WebAIM's Color Contrast Checker.
This example is not enough contrast - Not Accessible
This example is enough contrast - Accessible
Font
Font
The readability of your site depends on the type of font you choose to convey your information. Fonts characterized by flared extensions or strokes or harder for those with vision issues to perceive. It’s also important to keep size in mind. Anything under 10pt can be hard for those with visual disabilities to discern.
Using Font
The OPI Branding guide identifies Calibri and Arial as the preferred fonts for any printed and published material
Try and use real text rather than text within graphics. If you do use a graphic as your text, make it simple because you'll have to put in alt text that shares the meaning.
Avoid blinking or moving text
Limit the use of font variations such as bold, italics, and ALL CAPITAL LETTERS - only use them when absolutely necessary.
Document Properties
Document Properties
Including document properties provides describe title, description, and author information so users can more quickly identify if the content they have selected is useful. In Microsoft Word, this is found under File < Info < Properties. When a title is included, screen readers identify that rather than the file name.
For the author, remove your name and replace with "Montana OPI" or "Montana Office of Public Instruction"
Export to Word
Export to Word
When converting to a PDF, always choose the "Export" function from the "File" menu. Don't "Save as" or use "Print to PDF" - exporting has the most chance of capturing and transferring all your accessibility features.
Checking Your Document
Checking Your Document
Word has a built-in Accessibility Checker that can usually identify issues with any of the items listed above. To use the Accessibility Checker, click File > Info > Check for Issues > Check for Accessibility.
Inspection Results will appear to the right of your document while you're working in it and contain accessibility errors and warnings for you to fix. Why Fix and How to Fix information is also provided under the results.
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