How to create accessible document using MS Word

MS Word has a range of features that can be used to make a document accessible. Use these features to apply styles and alternative text, write descriptive hyperlinks and create accesible tables in Word.

Applying styles

Styles are used to add structure to a Word document. Styles should be used to identify headings and subheadings throughout the document, this will create a document hierarchy that screen readers can access.

Highlight the heading you wish to style.
Ensure the 'Home' tab is selected and select a style.
Styles should be used to structure a Word Document in a hierarchical manner. 'Heading 1' will usually be the title or main content heading and generally should be used once. 'Heading 2' styles should be used for major section headings throughout the document, 'Heading 3' styles will be sub-sections of 'Heading 2' etc

Applying alternative (alt) text

The purpose of alt text (alternative text) is to provide an alternative way to convey the meaning of an image/diagram/chart to users who cannot see the image. Typically these users will be using a screen reader which will read out the alt text.

Guidance for writing effective alt text

Describe the information the picture conveys rather than just identifying the image.
Images that are used for links require descriptive text e.g. click here to email.
Keep alt text succinct and accurate.

Adding Alt Text to Images

Right-click the image.
Select 'Format Picture'.
In the 'Format Shape' pane select the third icon, 'Layout and Properties'.
Select the down arrow by 'Alt Text'.

Adding Alt Text to Shapes and SmartArt graphics

Add alt text to shapes, including shapes within a SmartArt graphic.

Right-click on the SmartArt graphic.
Select 'Format Object'.
In the 'Format Shape' pane select the third icon, 'Layout and Properties'.
Select the arrow by 'Alt Text'.
Type in a title and description.

Adding Alt Text to Charts

Right click on the chart.
Select 'Format Chart Area'.
In the 'Format Shape' pane select the third icon, 'Layout and Properties'.
Select the arrow by 'Alt Text'.
Type a title and description.

Adding hyperlink display text

Screen readers will often read hyperlinks letter by letter which can be difficult for a user to understand. Adding hyperlink display text will avoid this issue.

Select the hyperlink which you want to add display text to and right-click.
Select 'Hyperlink'.
The link you selected will display in the text to display field.
Change the text in the 'Text to display' box to something meaningful.
The address field contains the URL which will open when the link is selected.

Tables

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table can also mislead someone using a screen reader into thinking that there is nothing more in the table.

Specifying header rows

Screen readers also use header information to identify rows and columns.

Insert the table as normal.
Right click on the table and select 'Table Properties'.
Select the 'Row' tab.
Ensure 'Repeat as header row at the top of each page' is selected and 'Allow row to break across pages' should be deselected.

Applying Alt Tags for tables

Tables should also include Alternative text (Alt text).

Insert the table as normal.
Right click the table and select 'Table Properties'.
Select the 'Alt Text' tab and type in a title and description.