Word Document Accessibility Checklist & Guidance

Text Formatting

Use appropriate font style and size

Trebuchet or Times New Roman with 12-point font size is recommended for body text.
Underline formatting may only be used for linked text or with track changes.
Strikethrough shall be indicated with track changes.

How?

Modify Font Styles

Go to Home.
Select the desired font from the drop-down options.

Change the Strikethrough Color

Go to Review.
Select Track Changes drop-down menu in the Tracking section of the toolbar.
Select "Track Change Options"
For Insertions and Deletions, change the color in each drop-down to dark red.
Select "OK" to close the window and save changes.

Why is this important?

This font style is recommended for readability and availability. Linked text by default is underlined. Underlining non-linked text can confuse users. Strikethrough formatting is not indicated to a screen reader. Use track changes to convey strikethrough text for a screen reader user when creating Word documents. Note: when using a red font color, ensure that it meets color contrast requirements.

Resources

Use Built-in Headings/Styles

Is the document structured using built-in styles for heading starting with Heading 1 (not just manually changed text to bold, italics and/or a different font size)?
Are the headings in sequential order? (don't skip from H2 to H4)

How?

Go to Home > Styles.
Click on the style you want and then type your heading, OR type your heading and then click on the style you want to use.
To check your work, open the Navigation Pane (Ctrl + F). Select the headings icon and make sure that your headings appear in the Navigation Pane in Word properly.

Why is this important?

Headings help people navigate the document using a screen reader. Formatting (bold, italic, etc.) does not emphasis semantic meaning. Extra spaces, tabs and empty paragraphs can cause people using screen readers to repeatedly hear the word "blank." Instead, use styles with formatting and indenting to create white space. Starting with Heading 1 (not the Title), then use the subheadings as appropriate.

Resources

Use Built-in Lists

Are lists (bulleted and numbered) created with the built-in features in Word?

How?

Go to Home > Paragraph and use Bullets, Numbering or Multilevel List features.

Why is this important?

Screen readers are programmed to understand lists that are created with built-in tools. If a list is not set up properly, users will have difficulty finding a list, navigating through a list, identifying the list and identifying multiple levels within lists.

Resources

Use Built-in Columns

Are columns created with the built-in features in Word?

How?

Select content you want to make into columns.
Go to Page Layout > Columns.
Click on Columns.
Click on the icon representing the number of columns you want.

Why is this important?

If columns are not created with built-in styles, the screen reader will read the text from left to right, breaking up information and making it incoherent. Do not use tables to create columns.

Resources

Create In-line Text Boxes

If text boxes must be used, are they in line with text?

How?

Click on the text box.
Select Page Layout > Position > In Line with Text.

Why is this important?

Screen readers cannot access information placed in text boxes unless they are used in line with text.

Resources

WCAG 1.3.2 Meaningful Sequence
Wrap Text In Word – Read Position a Picture in Line with Text section

Create Unambiguous Names for Links

Is the destination, function or purpose described in the link name or surrounding text?
Have you avoided using "Click Here" or "Learn More?"

How?

Type a descriptive text link in your document that provides the destination, function and/or purpose.
Select the text that you want to be a hyperlink.
Go to Insert > Hyperlink.
Enter the address (i.e. http://www.virginia.gov).

Why is this important?

Meaning link text helps a user understand what information is available once the link is selected. Generic terms ("click here" or "read more") do not provide adequate information for the user.

Examples of Hyperlink Text

Poor Link Text: "go to http://www.doe.virginia.gov/testing/sol/standards_docs/mathematics/index.shtml"
Good Link Text: "go to Mathematics Standards of Learning"

APA Reference Section Link Guidance

In regard to WCAG 2.0 Level AA compliance standards, only the reference section in documents using APA format may contain full URL hyperlinks. All other content with links should follow the VDOE Word Document Accessibility Checklist & Guidance.

VDOE highly recommends files with an APA reference with full URL hyperlinks:

be formatted in a bulleted list. Bullets may be hidden using a white font color.
include the following statement at the beginning of the document or below the heading of the reference section: “For assistance with this file, contact the Office of [name] at [phone number] and/or [email].” This text can also be hidden using a white font color.

Resources

Use Built-in Feature to Create the Table of Contents

If the document contains a table of contents, was it created with the built-in features in Word?

How?

Place the cursor where you would like the Table of Contents to be.
Go to References > Table of Contents.
Select desired style.

Why is this important?

The Table of Contents provides links that allow the user to easily navigate through a lengthy document. You must use headings (H1, H2, H3, etc.) to use this feature.

Resources

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