Creating Accessible Documents using
Microsoft Office Word 2016
The University of Manitoba is committed to providing an accessible learning and working environment1.
The University of Manitoba has designated Student Accessibility Services (SAS) to facilitate the
implementation of accommodations for students with documented disabilities.2 SAS has produced this
document to provide instructors and staff with information on how to create accessible .doc documents.
Microsoft Office Word
Microsoft Office Word, available for both PC and Mac, helps in the creation and sharing of professionallooking content by offering a comprehensive set of writing tools. The appearance of text, tables, and
graphics can be changed quickly throughout an entire document Using Quick Styles and Document
Themes.
Styles
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Headings should be used to convey structural information about a document — indicating main
points and sub-points.
In the home tab, use styles such as title, heading 1, etc. to create titles and section headings.
Style formats are also a great way to save time when creating a table of contents.
Do not skip heading numbers, keep it numerical – eg. do not go from a heading 2 directly
followed by a heading 4.
Structure
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Do not use font size, bold, or colour to indicate structure – use Style Formats (as stated above).
For long documents, provide a table of contents. If you have used the style formats, go to the
“References” ribbon, select the “Table of Contents” drop-down button, and select any number
of pre-set table of contents formats.
Avoid white-space - do not push the “Enter” or “Tab” keys to provide space.
o To start a new page go to the “Insert” ribbon and select “Page Break”.
http://umanitoba.ca/admin/governance/media/Accessibility_Policy_-_2015_01_01.pdf
http://umanitoba.ca/admin/governance/media/Student_Accessibility_Procedure_-_2015_01_01.pdf
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To increase the amount of space (visually) in between lines or paragraphs go to the
“Layout” ribbon and adjust the “Indent” and “Spacing” to the desired amounts.
The Navigation Pane shows your how your document is structured and is a useful tool that can
help you with organizing your thoughts but will also help you understand how a person using a
screen reader will be navigating your document. To view the Navigation Pane, go to the “View”
ribbon and check off the “Navigation pane” in the “Show” section.
Tables can be a very useful tool for convey information but can be quite tricky to navigate with a
screen reader.
o To ensure a screen reader user is able to navigate the table more efficiently be sure that
Header Rows is enabled. In the “Table Tools”, go to the “Design” ribbon and ensure
“Header Row” is checked off. Also, highlight the row, go to the “Layout” ribbon, and
select “Repeat Header Rows”.
o Tables should include alt text to get the main point across (not all the specific details) –
right-click on the table and select “Table Properties…”. Switch to the “Alt Text” tab and
type in your description.
Images
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Include alternative text for images, charts, and diagrams. To create alternative text, go to the
“Insert” ribbon, insert picture/chart/diagram, select the image, right click on the image, select
“Format Picture”, select the 3rd icon “Layout & Properties”, “Alt Text”, and write a description of
the image.
o Alt Text is how a person using a screen reader will be able to get the same information a
sighted person is getting from the image.
o Alt Text should be concise and descriptive to get the image across.
o You should not start your alt text with “Image of…” – get right to the point, a screen
reader will let the person know it is an image.
Do not use images as text.
o For example, instead of using a pretty picture of the word “balloons” made out of
balloons, just type the word “balloons” whenever possible.
Background images, colors, or gradients may be used but exercise caution with pattern, color
choice and contrast as students using assistive devices will not be able to read the text. As an
example, if the background image is white, text will be rendered as white on white.
Use color as an enhancement, not as the only means of conveying information. Test the use of
color to convey information by printing a copy of the document in black and white to verify that
all information is still conveyed.
o “The correct answer is in blue” when showing the correct multiple choice answer.
o A good example would be “incorrect answers are circled in red, correct answers have a
green square” – using colour to enhance the difference:
Accessibility Checker
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Word has a “Check Accessibility” function which let’s you know what isn’t accessible and
provides the information necessary to correct it. This should be run on every document before
sharing it.
Go to the “File” ribbon and select the “Check for Issues” button. The second option will be
“Check Accessibility”, click on this. A menu on the right-hand side will let you know if any issues
are detected – simply select each item and you will be provided a “why fix” reasoning and “How
to fix” instructions.
You can keep the Accessibility Checker while you compose your document and if an issue arises
while you are working, it will appear automatically. Some people like this to help them through
their regular document production workflow to help them keep accessibility in mind.