Text Formatting
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
Resources
- WCAG 1.4.4 Resize Text
- Font Readability
- How-to Change the Font Size
- Change or Set the Default Font
- Links and Hypertext
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
- WCAG 1.3.1 Info and Relationships
- WCAG 1.3.2 Meaningful Sequence
- WCAG 2.4.6 Headings and Labels
- WCAG 2.4.10 Section Headings
Templates and Styles, the Basics (Headings/Structure)
- Creating & Editing Headings (Word 2010)
- Creating & Editing Headings (Word 2016)
- Using Outline View to Manage Headings & Arrange Text (Word 2013, 2016)
- Using Styles in Word (Word 2013) Training Video
– Includes how to edit styles
- Apply heading styles and paragraph formatting to your document (Word 2010) Training Video
- Use heading styles to make your document more accessible (Office 2016) Training Video
- Use the Navigation Pane in Word
- Customize or Create New Styles in Word
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
- WCAG 1.3.2 Meaningful Sequence
- Creating Columns (Word 2010)
- Creating Columns (Word 2016)
Lists, Columns, and Table of Contents
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
- WCAG 2.4.4 Link purpose (In Context)
- WCAG 2.4.9 Link Purpose (Link Only)
Hyperlinks
- Editing Hyperlinks (Word 2010)
- Editing Hyperlinks (Word 2016)
- A few more tips for creating accessible documents (Creating meaningful hyperlinks) (Word 2010) Training Video
- Create Accessible Links in Word (Word 2016) Training Video
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
- WCAG 2.4.5 Multiple Ways
- Create a Table of Contents (Word 2007, 2010, 2013, 2016)
- Create a Table of Contents or Update a Table of Contents (Word 2010)
Lists, Columns, and Table of Contents
- Delete a Table of Contents
- Create & Customize a Table of Contents (Word 1010) Training Video
- Introduction to Table of Content (Word 2013) Training Video
- Take Table of Contents to the Next Level (Word 2013) Training Video
- Advanced Tables of Contents (Word 2013) Training Video