Create accessible documents in Word

Version 1.3 | March 2024

Pasting text

When pasting content from another source:

1. place cursor in desired location
2. press Shift + F10 (or right-click)
3. press T (or under Paste options, select Keep Text Only).

Writing content

• Write short sentences.
• Use simple and common word; instead of jargon or ‘impressive’ vocabulary.
• Define abbreviations on first use, for example: Shared Services Canada (SSC).
• Use Sentence case instead of Title Case or ALL CAPS, even for headings.
• In French, include accents on capitals.
• After specifying proofing languages, use the Proofing tools on the Review tab.

Headings

• Organize documents using the Home tab > Style group > Heading styles. For example, Heading 1, Heading 2, Heading 3 in ascending order.
• Each heading must be unique and descriptive.

Formatting content

• Format content by applying Styles; instead of the direct formatting commands in the Fonts group, for example:
  • apply Strong style; instead of Bold;
  • apply Emphasis style; instead of Italic.
• Select simple sans-serif fonts, like Arial, from the Design tab > Fonts menu.
• On the Home tab’s Styles group, select font type ending with:
  • “(Heading)” for Heading styles;
  • “(Body)” for all other styles.
• Format Styles to Align Left; instead of Center, Right or Justify.
• Align text using paragraph Indentations and Tabs instead of adding several spaces.
• Format Styles with Before and After paragraph spacing instead of adding empty paragraph returns (Enter key).
• To view extra returns and spaces, press Alt, H, (ZP), 8; or select Home tab > Paragraph group (if necessary) > Show/Hide paragraph marks (¶).
• To move a paragraph to the following page, insert a page break by pressing Ctrl + Enter; instead of adding empty paragraph returns (Enter key).

Lists

From the Home tab use:

• Bullets for unordered lists.

1. Numbering for ordered lists.

Links

• Always use meaningful link text so your reader knows where the link takes them like “Shared Services Canada”; instead of “Click here” or “learn more.”
• Printed Word documents must also display the URL.
• Do not add hyperlinks to images.

Images

All images must have the Layout Option set to In Line with Text (unless decorative). Select the image; press Shift + F10 (or right-click); select Wrap Text; then select In Line with Text.

All images require descriptive alternative text (Alt Text). It must convey the meaning of the image. If an image is decorative, type “Decorative”.

To access the Alt Text panel:

1. select image
2. press Shift + F10 (or right-click)
3. select View Alt Text

Note: Alt text should be fewer than 120 characters.

Complex images (like graphs and charts) require Alt Text and a Long description containing all the image information, such as data and trends.

Things to avoid:

• Images of text
• SmartArt
• grouped objects

Tables

• Use tables for data only.
• Define all tables. Select Table Design tab > Table Style Options group (if necessary) > Check all relevant options. Header Row is mandatory.
• Instead of adding alternative text to Table Properties dialogue box, insert your title in the line above the table. Select References tab > Insert Caption > change the label option to “Table” > then enter the title after the number.

Things to avoid:

• the Draw Table tool
• screenshots or images of tables
• merged or split cells
• nested tables
• empty cells
• non-text objects into cells.

Media

Avoid adding audio, video or animations into a Word document.

Colour and contrast

When adding colours to a document, stick to the Automatic colour and Theme Accent colours. Users can easily reduce barriers by applying custom colours that meet their needs (using Design tab > Colors menu).

Make sure there is sufficient contrast between the text and the background. Information must be conveyed using more than colour alone. For example, add a border or a different shape.

Things to avoid: background images

Languages

Create separate documents for each language to maximize accessibility. If you must create a multilingual document, use Word for desktop to set the proofing language:

1. Select all paragraphs (press Ctrl + A);
2. Press Alt, R, (ZL), U, L or select Review tab > Language group (if necessary) > Language menu > Set proofing language.

Set the language of paragraphs based on their language.

Accessibility check

To run the accessibility checker, select:

1. Review tab
2. Accessibility group
3. Check accessibility
4. Check the Keep accessibility checker running while I work option.

The accessibility checker is a great start, but it won’t catch every issue.

Word to PDF

Note: Most PDF files are not accessible. When possible, share your Word document.

If you must create a PDF version of your document:

1. Press Alt, F, E, A or select File tab > Export menu > Create PDF/XPS Document submenu > Create PDF/XPS
2. From the Publish as PDF or XPS dialogue box, select the Options button
3. From the Options dialogue box, check all options in Includes non-printing information
4. Press OK
5. Select Publish.

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Date modified:

2024-10-03