Checklist for MS Word Documents
Please note that all links open in a new window, so you can read an explanation, close the window and continue reviewing your checklist. The keyboard command to close the current window is Control + F4.
Checklist compiled from information found in the Microsoft accessibility pages, opens in a new window, the 508 checklist, opens in a new window provided by the Department of Health and Human Services, the Best Practices and Guidelines for Large Print Documents, opens in a new window, authored by the Council of Citizens with Low Vision International, and the American Printing House for the Blind website, opens in a new window.
Introduction
One of the most important principles in accessibility is that you can do many format tasks in Word and other document types so that the layout features are only available by visual appearance, or you can do the task so that the underlying code in the document also includes those layout instructions. Both, screen readers, as well as magnification software, rely on the underlying code to make sense of documents.
Download Accessible MS Word Checklist
Document Basics
I used a Readable sans serif Typeface/Font of a minimum of 12 point
- Why does font matter?, opens in a new window
- How to select font, opens in a new window
- How to easily check the font, opens in a new window
I created the required color contrast and adequate spacing
- Why are color and spacing important?, opens in a new window
- How to create color contrast and spacing, opens in a new window
- How to easily check the contrast, opens in a new window
I saved as a Word Document (.docx) with a descriptive filename
- Why is it important to save a document with a descriptive name?, opens in a new window
- How to save a document with a descriptive name, opens in a new window
- How to easily check the file name, opens in a new window
Document Structure
I used built-in styles to create headings, and placed them in logical order
- Why are headings important?, opens in a new window
- How to create headings, opens in a new window
- How to easily check your headings, opens in a new window
I used built-in tools to create lists, and used large solid dark bullets
- Why are lists important?, opens in a new window
- How to create lists, opens in a new window
- How to check my lists, opens in a new window
I used built-in tools to create columns to organize content
- Why are columns important?, opens in a new window
- How to create columns, opens in a new window
- How to check my columns, opens in a new window
I used built-in tools to organize content in layout tables
- Why are layout tables important?, opens in a new window
- How to create layout tables, opens in a new window
- How to check my layout tables, opens in a new window
I used built-in tools to create data tables
- Why are data tables important?, opens in a new window
- How to create data tables, opens in a new window
- How to check my data tables, opens in a new window
Images, color and more
I used alt text to create accessible images and other objects
- Why are images and objects important?, opens in a new window
- How to add descriptive text to images or objects , opens in a new window
- How to check my images or objects, opens in a new window
I added text to ensure that color (and other sensory characteristics) were not the only way to convey meaning
- Why are color and other sensory characteristics important?, opens in a new window
- How to add text to color and other sensory characteristics, opens in a new window
- How to check color and other sensory characteristics, opens in a new window
I created accessible embedded files
- Why are embedded files important?, opens in a new window
- How to add additional information to your file, opens in a new window
- How to check your audio/video files, opens in a new window
I excluded Flashing objects from the document
- Why is it important to exclude flashing objects?, opens in a new window
- How to use flashing objects, opens in a new window
- How to check for flashing objects, opens in a new window
Special considerations for specific text
I added meaningful hyperlink text and ScreenTips.
- Why are hyperlinks important?, opens in a new window
- How to add descriptive links, opens in a new window
- How to check my hyperlinks, opens in a new window
I created accessible text boxes
- Why are text boxes important?, opens in a new window
- How to create text boxes, opens in a new window
- How to check my text boxes, opens in a new window
I duplicated vital information in headers, footers, and watermarks
- Why are headers, footers and watermarks important?, opens in a new window
- How to make information available, opens in a new window
- How to check my headers, footers and watermarks, opens in a new window
I identified distinct languages
- Why is language important?, opens in a new window
- How to set a language, opens in a new window
- How to check the language, opens in a new window
Fillable forms
I used Legacy Form tools to create accessible fillable form fields
- Why are fillable forms important?, opens in a new window
- How to create fillable form fields, opens in a new window
- How to check my form, opens in a new window
When the document included additional text, I created sections, and protected only those sections containing form fields
- Why are section breaks important in forms that contain other text?, opens in a new window
- How to create and protect section breaks, opens in a new window
- How to check my form fields and text, opens in a new window
Special considerations for large print documents
I used a sans serif font with a minimum of 18 point
I used Line spacing of at least 1.5, and double spacing between paragraphs
I made sure the titles and headings are larger than the text, upper and lower case, and aligned to the left
I created easy to locate page numbers
I isolated graphs, charts and pictures