Library Accessibility Guide: Accessible word documents

Basic principles for documents (PDF).

• These instructions are based on Microsoft Office for Windows machines. Although the principles are the same we have included specific guidance on accessibility options for Microsoft Word for Mac.
• Use heading styles to create clear document structure.
• Ensure text can be selected (highlighted and added to clipboard) for use with text to speech tools.
• Use plain English.
• Keep the layout simple and clear – minimum font size 12, left-aligned, pages numbered.
• Use non-serif fonts (e.g. Helvetica, Arial).
• Use recognised rather than ‘unofficial’ formatting when making lists (e.g. standard formatting bullet points and numbered lists rather than spaces, dashes).
• Ensure tables are accessible.
• Make sure key images, charts, and diagrams have alternative text descriptions where appropriate.
• Use meaningful hyperlinks.
• Use Web Layout when presenting Word documents.
• Use the Microsoft Word Accessibility Checker before finalising any Word document.
• If exporting documents to PDF please follow accessible PDF guidance.

More help

• Creating accessible documents in Microsoft Word.
• Free to download, the Document Accessibility Tool bar (DAT) is a dedicated accessibility ribbon menu for Microsoft Word that makes it quicker and easier to create accessible documents.