Accessible Word Documents

Overview

RCTC is actively working to ensure all digital content including websites, course platforms, and documents meet WCAG 2.1 Level AA standards in compliance with Title II of the ADA. RCTC and the entire Minnesota State system are committed to accessibility and it starts with how we build and write our digital content.

Check documents for WCAG 2.1 compliance, using the built-in "Accessibility Checker" in Microsoft Word to identify and fix many common issues before saving. The process involves using the checker, which will guide you through making necessary fixes like:

  • using proper heading styles,
  • adding alt text to images,
  • creating accessible hyperlinks. 

 Environment

Microsoft Word

 Details

Key Structural Elements for Accessibility

  • Heading Styles (H1, H2, H3): Use Word's built-in styles for titles and sections to create a navigable outline for screen readers, avoiding skipping levels (e.g., H1 to H3), and avoiding bolding regular text and making it larger in place of headings.
  • Alternative Text (Alt Text): Add descriptive text to images, charts, and SmartArt so users understand the visual content.
  • Tables: Use the "Insert Table" function for data, ensuring headers are marked, and avoid using tabs or text boxes for structure. Avoid merging table cells.
  • Lists: Use the automatic bulleted or numbered list features, not manual dashes or numbers, for proper structure.
  • Hyperlinks: Write descriptive link text (e.g., "Accessibility Guide") instead of "Click Here". 

Other Important Accessibility Checks

  • Color Contrast: Ensure text and background colors have sufficient contrast (WCAG standards) for readability. Check contrast ratios for text and graphics (e.g., 4.5:1 contrast for text).
  • Font & Size: Use clear, readable fonts at an appropriate size (e.g., 11pt or higher).
  • Spacing: Ensure sufficient line spacing (25-30% of point size) and avoid extra enters or empty paragraphs to create spacing.
  • Text Boxes/Watermarks: These are floating objects in Word. They sit “on top” of the page rather than being part of the main text flow. Avoid them as they can disrupt screen reader flow; use "In line with text" wrapping for images if necessary.

General Best Practices:

  • Document Title (different than the Heading 1 in the body text, or the file name, but necessary for Accessibility, especially PDFs): 
    Add a descriptive document title in File > Info (Windows) / Properties: Summary (Mac).
  • Avoid Text Boxes/Watermarks: These can create reading order issues. 

Use the Accessibility Checker

  1. Open the document: In Word, open the document you want to check.
  2. Access the checker: Go to the Review tab and select Check Accessibility.

     Microsoft Word's Review Accessibility
     
  3. Review results: The Accessibility pane will open, showing a list of errors, warnings, and tips. 
  4. Fix the issues: Expand each item to see how to fix it.

 More Information