Contents
Word Guidelines Checklist ............................................................................................................................ 2
General Accessibility ................................................................................................................................. 2
Document Structure ................................................................................................................................. 2
Bullets and Numbering ............................................................................................................................. 3
Text Elements............................................................................................................................................ 3
Table of Contents, Footers........................................................................................................................ 3
Tables ........................................................................................................................................................ 3
Forms ........................................................................................................................................................ 4
Links .......................................................................................................................................................... 4
Non-Text Elements.................................................................................................................................... 4
Color .......................................................................................................................................................... 5
File and Document Name ......................................................................................................................... 5
General Accessibility Tips and Info ........................................................................................................... 6
Setting Language ................................................................................................................................... 6
Document Structure Tips and Info ............................................................................................................ 6
Headers and footers ............................................................................................................................. 6
Heading styles ....................................................................................................................................... 6
Layout/Page .......................................................................................................................................... 6
Columns ................................................................................................................................................ 7
Bullets and Numbering Tips and Info ........................................................................................................ 7
Lists ....................................................................................................................................................... 7
Text Elements Tips and Info ...................................................................................................................... 7
Fonts...................................................................................................................................................... 7
Table of Contents and Footers Tips and Info ............................................................................................ 7
Tables Tips and Info .................................................................................................................................. 7
Designating Content as a Table Header ................................................................................................ 8
Set Repeating Headers: ......................................................................................................................... 8
Forms ........................................................................................................................................................ 9
Protecting Forms in Word 2010 - 2013 ............................................................................................... 10
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Links Tips and Info................................................................................................................................... 11
Images Tips and Info ............................................................................................................................... 12
Objects ................................................................................................................................................ 12
Color & Contrast ..................................................................................................................................... 13
File and Document Name Tips and Info .................................................................................................. 13
Saving the doc ..................................................................................................................................... 13
Resources ................................................................................................................................................ 13
Word Guidelines Checklist
General Accessibility
 Instructions do not refer to sensory characteristics of components, such as size, shape, visual
location, orientation or sound
 All functions are available using only the keyboard.
 Language set
 New pages added using “Instert > Page Break
 If a piece of information could be inaccessible to someone, always convey that information in a
second format. And make sure that any information conveyed in an image or diagram is also
available in text.
General Accessibility tips and info
Document Structure
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Document design has been created using “Styles.”
Heading styles are used to indicate main sections of the document.
Header and Footer styles are used to define headers and footers.
Ensure that document has a reading order that is left-right and top-bottom and that the
embedded objects, tables and images are in line with text.
Information contained in headers and footers is also presented at least once in the body of the
document.
Avoid use of manually created white space (spacebar or enter key). Use paragraph formatting to
create space between sections of text.
The Column tool is used to create multiple columns.
Have a big gap of white space between each column (large gap prevents screen readers from
reading across columns)
Documents for mobile should use single column so page reads top to bottom
Document Structure (Headers, Footers, Heading Styles, Layout and Columns.
Bullets and Numbering
 The Bullet style is used to create bulleted lists.
 The Number style is used to create numbered lists.
List tips and info
Text Elements
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There is no content that flickers or flashes.
Do not use ornate fonts
Text boxes are not used.
Font selection is Sans Serif
Common fonts used throughout document
Body text 12-14 point
Text tips and info
Table of Contents, Footers, page Numbering
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Footnotes are created through document footnote feature.
Created a Table of Contents for lengthy documents (20+ pages)
If Table of Contents is used, it is created using the Table of Content tool.
Update TOC. It does not automatically update.
The Page Number style is used to create page numbers.
Table of Contents and Footers tips and info
Tables
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If possible use a list instead of table
The Table tool is used to create tables.
Tables do not contain merged cells.
Table information reads in the correct order. Tab through table to proof reading order.
Tab or Enter/Return keys are not used to add rows and columns to the table.
If a table spans multiple pages, the header row repeats at the top of each page.
If a table spans multiple pages, row data does not break across pages.
Table cells are identified by their corresponding column and row headers.
Tables are inline
Table summary included as text or caption
Bookmark added to table
Table tips and info
Forms
 Do not use Tables for formatting. Tables should be used for tabular data. Use columns and other
native formatting techniques in Word. (http://www.freedomscientific.com/Training/accessibleforms-in-word.asp)
 Table cells not used to simulate input fields
 Help Text is placed in the Status Bar area (138) character limit). If additional help text is needed,
it’s placed in the Help Key (F1) area (255 character limit).
 Additional “information only” inputs contain help text that does not fit in its related field.
 Help Text available for all input fields
 Document Zoom Level is set to 100%
 Form is Protected (Locked)
 Form fields are shaded or underlined
 Tab order is correct
 Inaccessible explanatory text is not placed between form fields
 Explanatory text is sectioned off with section breaks and that section is left unprotected
 Helpful Bookmark names are used for form fields
 Form field options are used to restrict date input if specific types of input are required
 Final input field includes and end of form indicator
Forms tips and info
Links
 Links describe their purpose or target (“Click Here” or “More” are not acceptable.)
 Links that refer to a web address use the full URL: http://www.domainname.com
 Links are indicated with something other than just color, such as underlined.
Links tips and info
Non-Text Elements
 Non-text content (such as graphics, illustrations, charts, and graphs) has alternative text or
captions to describe the image.
 Background images are avoided.
 Information contained in a watermark is also presented at least once in the body of the
document.
 Images and other non-text features are set as “In Line with text” in text wrapping.
 All complex images (contain multiple parts or images tied together) are grouped and include an
alternative text description.
Images and Objects tips and info
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Color
 Color is not used as the only way of providing information; if color is used to indicate an error,
required field, or other information, the information has a secondary code, such as an asterisk.
 Large text (18-point or larger or 14-point bold) has a color contrast ration of at least 3:1. All
other text has a color contrast ration of at least 4.5:1.
Color and Contrast tips and info
File and Document Name
 File names do not include spaces.
 If a document refers to another document, the documents have similar names.
 Document saved not as “Final”
 Document meets all the requirements in the Accessible Word Documents Checklist.
File and Document Name Tips and Info
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General Accessibility Tips and Info
Setting Language
There are several language options in Word, but the main one to be concerned with setting properly is
the proofing language.
The language(s) used throughout the document can be checked by highlighting portions of the text
within the document and opening the Reveal Formatting pane. To open the Reveal Formatting pane
press SHIFT + F1 on the keyboard.
Document Structure Tips and Info
Headers and footers
Headers and footers should be added using the features available in Microsoft Word instead of typing it
as text on each page.
Screen reader will not read headers and footers unless individual changed setting.
Heading styles
Headings are used to organize content in a document and to help users, including those who use
assistive technology (AT), understand how information is structured and quickly navigate to specific
topic. Use Word styles to create structure and correct reading order.
Headings should be structured in a hierarchical manner, with first-level headings for the title of the
document, second-level headings for the major sub-sections, and so on. Heading 1 is usually used for
the overarching document title. There usually is only one main title for a document; therefore, there
should only be one Heading 1 style within the document.
Apply headings to tables of content to help users jump to pertinent information. Through a table of
contents, a map of the document is created. Users can locate sections of documents by activating a link
in the table of contents and reaching a designated heading. This is particularly useful in long documents.
Layout/Page
Repeated Blank Characters
When additional spacing is entered within sentences, paragraphs and words (such as excess carriage
returns) it is read by screen readers and affects the normal flow of the document. Use paragraph
spacing settings instead of carriage returns when additional line spacing is needed between paragraphs.
Page width recommended being no more than 80 characters or glyphs. Users with certain reading or
vision disabilities may have trouble following long lines of text. Narrow blocks of text
Add new pages by using: Insert > Page Break. Do not use carriage return or Enter to add a new page.
Each time you hit enter key an invisible character is added to the document that is invisible to eye but
picked up by assistive devices.
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Columns
Use the Column tool to create columns.
Documents created for Mobile use should be single column so page reads top to bottom.
Bullets and Numbering Tips and Info
Lists
When lists are formatted using asterisks, hyphens or images to create the look of bullets in a document,
users of AT are not able to detect the hierarchical structure and relationship of the list items.
It is important to use the bullets provided through the list styling options because these characters are a
type of text that can be translated into something meaningful by AT.
If it is necessary to use graphics as bullets or numbers, meaningful alternate text needs to be applied
(i.e., “bullet”) to the graphic.
Text Elements Tips and Info
Fonts
Sans serif , Body text 10-14 point
Line spacing with in paragraph 120%
Spacing between paragraphs need to be enough to identify paragraph breaks.
Table of Contents and Footers Tips and Info
The items in the TOC are links that allow the user to easily jump from one section to another, making
them particularly useful in lengthy documents (20 or more pages). A TOC makes it unnecessary to scroll
through the document searching for a particular section.
When creating a TOC position the cursor at the place where the TOC needs to be inserted > References
> Select TOC. By default a TOC will not be inserted at the beginning of the document.
It is very important that if any changes are made to title and section information that the content is
updated in the table of contents. It does not automatically update. To update a TOC > Select the TOC >
References > Select Update Table
Tables Tips and Info
Use tables for presentation of data and not page structure.
Tables must be inline. Table Properties > Set Text wrap to None
Do not use lines or boxes to create a table. Select Instert > Table
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It is not possible to structurally associate merged or split data cells with their associated data headers.
Microsoft Word does not support this capability.
Title table – Select Caption Tool > Table: Sample Text
A header cell is the title of the row or column. A data cell is the meaningful content related to the
header cell. Each distinct header and data point within a table needs to be placed in its own table cell.
Headers (Column and Row): Data tables must re-identify column headers after each page break. When
using screen readers and other assistive technologies, lengthy tables may be displayed as independent
table structures on each page.
Try not to use tables -
Instead use a list:
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Cat: fur, four legs
Monkey: fur, two legs
Snake: no fur, no legs
Designating Content as a Table Header
1. Place the insertion point in a table cell within the desired header row.
2. Navigate to and activate the Design tab on the toolbar.
3. Locate the Table Styles Options pane.
4. Ensure the Header Row checkbox is checked.
Set Repeating Headers:
1. Locate the table within the document.
2. Activate the context menu of any cell in the table by pressing the right mouse button or pressing
SHIFT+F10 on the keyboard.
3. Select the Table Properties option.
4. Locate and select the Row tab.
5. Under the Options section, ensure the "Repeat as header row at top of each page” checkbox is
checked.
Note: It is only possible for one row to be repeated as a header row. All header rows for
complex tables will not be identified by assistive technology when the table extends to another
page.
6. Navigate to and activate the OK button.
Since the association between headers and data cells is not recognized consistently with current
assistive technologies and the options available in Word, it is recommended that when creating complex
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tables an accessible alternative is provided in addition to the Word document. An accessible alternative
would be a properly marked-up HTML or PDF table. This approach applies to tables with a large number
or rows and/or columns and tables containing multiple header rows and/or columns. Explicit
header/data cell associations are not possible in Word. Therefore, if a document is converted to another
format, remediation will be required to associate the cells for the content to be Section 508 compliant.
Just because the content is converted, it will not be automatically associated.
Empty cells can be misinterpreted or improperly conveyed by some assistive technologies because they
have trouble determining the purpose of an empty table cell. Blank cells can make it difficult for assistive
technology to determine the total number of rows and columns in the table and position within the
table the user has navigated to. The desired visual formatting needs to be applied with table border
controls.
Table summaries can be helpful in describing the purpose of a table. A summary of the table can be a
description in surrounding text or in a caption near the table. An example of where summaries are
commonly found with tables is when tables are used in appendices. It benefits the user to have a brief
description to identify what information the table references.
Note: Adding Bookmarks can make a table more accessible for users of the JAWS screen reading
software. Refer to the Bookmarks tutorial for more information. Insert curser in first table cell > Click on
Bookmark button > Enter name without spaces (Sample_Text_Text)
Set table width: Highlight entire table > right click > Table Properties > Row Tab > Uncheck “Allow table
to break across pages.”
Forms
While electronic forms are very useful, they cannot be made fully accessible with Microsoft Word 2010;
therefore, HTML or PDF formats are recommended for creating electronic forms. HTML and PDF formats
have the capabilities to produce accessible forms.
Do not use ___ to create lines for forms. It is very important to not use keyboard characters to visually
format the form fields (e.g., creating lines for signatures using the “underscore” character, etc.). Rather,
use Adobe Acrobat Professional or the Adobe LiveCycle Designer tool to create these visual references
when constructing PDF forms.
Screen reader beeps to let user know it is in “form mode.” Only the form information is read. If you have
directions for the form it is suggested to add them on a previous page or above the form.
Form elements in Word 2010 are not accessible, and should not be used. If you must create a form in
Word, use more open formatting, where a user can put the information in the right place based on the
text of the form – such as, “Name” and leaving plain blank space to be typed in instead of a form field.
Otherwise, use HTML or PDF forms.
(http://www.ehealth.va.gov/508/newsletter/508XPressVolume07Spring2013.pdf)
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The last form field prompt should contain the words “end of form” to let users know they have reached
the end of the form. Otherwise, after completing the final input, and pressing the tab key, they are
returned to the top of the form.
Open the file and choose Save As to save your form with a meaningful name other than the original
name. This way, your original blank form stays intact for repeated use.
Authors of forms should turn off the Forms toolbar and make sure that the document is in Print Layout
view before saving the document so that JAWS users will not need to do this on their own.
You cannot test the form until the form is protected. Save your form with a meaningful filename (e.g.,
intake form).
If you have a lot of text or instructions you might want to consider creating an accessible HTML form
instead of a Word form. Text and instructions outside of form controls can be more easily read in an
HTML form than in a Word form. Alternatively, consider putting instructions in a separate document to
be sent along with the form.
If the end user cannot visually see the text, or move to the text with the normal PC cursor, she may not
even know it exists, so the author of the form should somehow make that clear.
Microsoft Word Sections feature allows the input areas to be protected and keeps the instructional or
layout text unprotected. The disadvantage of this is, of course, that new text can be unintentionally (or
intentionally) inserted in the sections that are unprotected. Instructions put in the unprotected area can
accidentally be deleted. Users of this type of form normally navigate by using UP or DOWN ARROW to
move through the document. This allows reading of instructional text, and it also allows movement to
fields and other controls.
JAWS does not work with forms created with the newer content controls - use legacy controls within
Word to create accessible forms.
Protecting Forms in Word 2010 - 2013
Before saving or protecting a form it is a good practice to return the view to Print Layout if you changed
it during the process of creating the form.
Press ALT followed by R to move to the Review tab.
Press PE to activate the Restrict Editing button in the Protect group on the lower ribbon. The Restrict
Formatting and Editing task pane opens.
Press TAB to move to the check box "Allow only this type of editing in the document," and then press
SPACEBAR to check it if it is not already checked.
Press TAB to move to the next control, a combo box, and make sure "Filling in forms" is selected.
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Press TAB to move to the Select Sections link, followed by ENTER to activate the link. The Section
Protection dialog box appears.
Press UP or DOWN ARROW to move through the list of check boxes. Uncheck sections 1, 3, 5, 7, 9, and
11. These are the sections on this form that have instructions. They will not be protected.
Press ENTER to activate the OK button. The Section Protection dialog box closes. Focus returns to the
task pane.
Press TAB to move to "Yes, Start Enforcing" button.
Press SPACEBAR to activate the button. The Start Enforcing Protection password dialog box opens.
Focus is in the Enter a New Password field.
Type in a password, and press TAB to move to the next edit box. Enter the password again.
Press TAB to move to the OK button, and activate it with the SPACEBAR. The document is now
protected.
NOTE: If you leave the password fields empty and activate the OK button the form is still protected.
However, anyone who knows how can disable the protection.
_______________________
To disable document protection in Word 2010 - 2013:
Press ALT followed by R to move to the Review tab.
Press PE to activate the Restrict Editing button.
The Restrict Formatting and Editing task pane opens with focus on the Stop Protection button.
Press SPACEBAR to activate the Stop Protection button. The document is now unprotected. The
exception is that if a password is required, that must be correctly typed in first. Focus is in the task pane.
Press F6 until focus returns to the document pane.
Links Tips and Info
Links can be displayed as raw URLs (i.e., http://www.va.gov), as descriptive text (i.e., Department of
Veterans Affairs) or as images (i.e. within a Microsoft Word document. When using a linked object or
image, meaningful alternate text needs to be applied so that users understand where the link leads.
Links need to be active (not plain text) so they can be activated by the reader
Make hyper the name of the destination: visit Rural Institute web site
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For documents that are to be printed, add a footnote or endnote at the bottom of the page with
the long URL.
Meaningful Link Text - Providing meaningful link text is important when creating links. The text
needs to describe the content behind the link or the action that will occur by activating the link.
Need a unique name for each link and/or control that have the same name but serve different purposes.
Poor Link Text: There are several online news websites that provide up to the minute information on
local national and international news. To see one of them click here.
Good Link Text: There are several online news websites that provide up to the minute information on
local national and international news. For national and international news, visit MSNBC News - Home.
If you used Word for making your document, the links should transfer over to PDF – but proof to be
sure.
Images Tips and Info
The description needs to provide enough information so that the purpose of an image can be
understood even if the image is removed. There is a 255 character limit on Alt text that can be read
back. For complex images/charts/graphs use Alt text description and a link to appendix for more
complete description.
Try to limit the number of characters for alternate text to less than 120. Excessive descriptions can make
it difficult to determine the intended meaning of the graphic. For example, if there is an image of the
U.S. flag, a good alternate text description would be “U.S. flag.” A poor alternate text description would
be “U.S. flag with 13 rows of alternating red and white stripes and 50 white stars on a blue background.”
Add alt text: leave title field blank, add brief description
Include a caption. (Captions are useful for everyone.)
“Compatibility Mode” enter alt text in the Alt Text tab area.
Add a pair quotation marks (“”) in the description field if image has no meaning to text. (This lets reader
know the alt text was not forgotten.)
Complex images (graphic, charts): repeat the information from the image in the page text that follows
the image. For example, if a graph of quarterly earnings is followed by a paragraph that describes the
earnings report, then the alt text for the image might just say "Quarterly earnings, details follow in page
text.
Objects
WordArt can be pretty and decorative, but the content cannot be translated by AT.
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Avoid text boxes and shapes - The content within the objects cannot be interpreted properly by assistive
technology. AT will not read the content within the object to the user; it will only tell the user that an
object is on the screen.
Charts should be understandable in gray scale.
Color & Contrast
The standard for text less than 18 point or less than 14 point if bolded must have a contrast ratio of
4.5:1 or more. For text 18 point or larger or 14 point if bolded, the contrast ratio must be 3.0:1 or
higher.
Avoid using color to convey meaning. For example, the use of an asterisk, in addition to red coloring, to
convey a required field is acceptable.
Ensure there is a big color difference between foreground and background text and images. A stark
contrast between colors makes text and images of text easier to read.
Contrast ratio is the difference between light and dark on a screen, expressed by a number.
If you take the brightest white on a screen, and the darkest black and compare the luminosity,
you get the contrast ratio. For example, a 1000:1 contrast ratio means that the brightest white
is 1000x brighter than the darkest black.
File and Document Name Tips and Info
Saving the doc
Marking a document as “Final” prevents accidental changes but it also prevents Assistive Technology
users from accessing the document; therefore, do not create a document that disables the Write
options and opens in read-only mode.
Resources
California State University Fullerton IT Training, 2010: Eight Steps to Creating Accessible Microsoft Word
Documents: http://www.youtube.com/watch?v=kHJn-Wllg2g
California State University Fullerton IT Training 2010: Eight Essentials for Creating Accessible PDF
Documents: http://www.youtube.com/watch?v=Z6QBSRzoG_M
Freedom Scientific
http://www.freedomscientific.com/Training/accessible-forms-in-word.asp
http://www.freedomscientific.com/doccenter/archives/Training/accessible-forms-in-word.htm
Office of the Governor Rick Perry: Creating Accessible Microsoft Office 2010 Documents
http://governor.state.tx.us/disabilities/accessibledocs/
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United States Department of Veterans Affairs: Section 508 eLearning Courses
http://www.ehealth.va.gov/508/
http://www.ehealth.va.gov/508/tutorials/word/index.asp
The Paciello Group: Web Resource Center http://www.paciellogroup.com/node/18
SSB BART Group Color Contrast Checker:
https://www.ssbbartgroup.com/reference/index.php/Color_Contrast_Checker
WebAIM Color Contrast Checker: http://webaim.org/resources/contrastchecker/
The Paciello Group Contrast Analyser for Windows and MAC:
http://www.paciellogroup.com/resources/contrastAnalyser
GSA.gov U.S. General Services Administration
http://www.gsa.gov/portal/content/103565
US Department of Health and Human Services
http://www.hhs.gov/web/508/accessiblefiles/index.html
W3.org Contrast info and resources/analysers
http://www.w3.org/TR/UNDERSTANDING-WCAG20/visual-audio-contrast-contrast.html
Office Microsoft
http://office.microsoft.com/en-us/word-help/what-is-accessibility-RZ006380094.aspx?section=2
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