Information Technology
Accessibility
Accessible Word Documents Checklist
Formatting and Layout
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Document uses structure such as Headings, Lists, and Tables to define content.
Document uses Style elements and Outline tools for formatting.
White space is controlled with Styles, instead of the Enter key.
Word Page numbering is used, not manually typed page numbers.
Footnotes are created through Word Footnote linking.
Track Changes are accepted or rejected, and turned off for final document distribution.
Comments are removed, and formatting marks are turned off for final document distribution. (Comments
are accessible, however, if needed.)
8. A separate accessible version of the document is provided, when there is no other way to make document
content accessible (for example an organizational chart).
Text, Headings, and Lists
1. Text boxes are not used.
2. Styles are used to style text and control formatting in the document.
3. Recommended fonts are used (for example Times New Roman, Verdana, Arial, Tahoma, and Helvetica).
A good font and size to use is Arial 12pt.
4. Headings and Lists are used to organize and segment sections of content.
5. Headings are used in a properly nested order. (Heading 1 is the top level heading, Heading 2 is a level
below Heading 1, Heading 3 is a level below Heading 2, Body Text is the lowest level.)
6. Headings are shown in the document map. (View > Document Map)
7. Bullet Styles are used for bulleted lists, not manually typed characters (such as hyphens).
8. Word Numbering is used for numbered lists, not manually typed numbers.
9. If a Table of Contents is used, it is created using the Word Table of Contents command, not by manually
typing.
10. No flickering/flashing text or animated text is used.
Columns
1. Columns are set-up using the Column tool. Spaces and tabs are not used to create the look of columns.
Tables
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Complex tables are not used, but are broken into simpler tables.
The Tab key, Space bar or indent is not used to format tabular data.
Tables used for data are created using the Table tool.
Data tables have column headings.
The Header Row is set to “Repeat as header row at the top of each page”.
Tables have a logical reading order from left to right, top to bottom.
Tables do not use merged cells.
In Table Properties, “Allow row to break across pages” is not checked.
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Accessibility
West Texas A&M University
Links
1. Hyperlinks give a text description of the purpose or target of the link. “Click here” or “more” are not used as
descriptive text hyperlinks.
2. Links contain the fully qualified URL (for example http://www.wtamu.edu, not www.wtamu.edu).
Non-Text Elements (Images, Illustrations & Objects)
1. Non-text elements have Alternative Text (Alt Text) descriptions that convey the same information to the
user that the image conveys.
2. Images which do not convey information (such as decorative images) have a carriage return as Alternative
Text.
3. Complex images are grouped and Alt Text is added.
4. Complex images (such as Charts and Graphs) have descriptive text directly below the image.
5. Document does not use background images or watermarks.
6. Word Art is not used.
7. The Text Wrapping Style of non-text elements is set as “In line with text”.
8. Flashing or flickering images and animated text are not used.
Color
1. Color and highlighting are not used as the only way to provide information or emphasis.
2. Information conveyed with color is also available without color.
3. Background and foreground colors used in the document provide sufficient contrast.
File Names and Document Properties
1. File name does not contain spaces and/or special characters.
2. File name is concise, generally limited to 20-30 characters, and makes the contents of the file clear.
3. Document Properties (for example Subject, Author, Title, Keywords, and Language) are filled out. Note:
For Author use the organization name (WTAMU), not an individual’s or contractor’s name.
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