Accessible Word Documents

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. 

Microsoft Word

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.
   
    
    
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.
5. Common tasks include:
   1. Using Word's built-in heading styles (Heading 1, Heading 2, etc.) instead of manually formatting text.
   2. Adding alternative text (alt text) to all images.
   3. Creating meaningful, accessible hyperlink text instead of using "Click here".
   4. Ensuring lists are correctly formatted as bulleted or numbered lists. 
   5. Avoiding the use of tables for visual design layout. Tables are intended for data presentation.
   6. Ensuring sufficient color contrast. The text should have enough contrast against the background color for readability.

• Microsoft: Microsoft's Accessibility Checker
• Microsoft: Make accessible documents
• Microsoft: Make your content accessible in the Microsoft 365 apps
• Web and Digital Content Accessibility Guidelines
• Accessible PDF Files