If you share Microsoft Word documents with your students as part of your digital teaching and learning materials, it is important that these documents meet the required accessibility standards. When you create a Microsoft Word document it does not automatically generate a document that is fully accessible; accessibility has to be built in as a part of your document creation process.
The table below provides recommendations and some links to appropriate guidance materials. Please note that the points raised here encompass both the values and ethos of Universal design for Learning and the requirements of Accessibility legislation (Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018) relating to resources made available via websites, including Virtual Learning Environments (VLE).
| What to think about | What to do |
| Font | Use a sans serif fonts, such as Arial, Helvetica, Calibri and Tahoma. |
| Font size | For documents try to keep the font size at 12 or above. For headings and sub headings use a larger font size. |
| Filename | Make the File name descriptive of the content. E.g. Reading list for Week 1. NOT documentwk1Version1.1.docx |
| Headings | Use the styles and heading tools rather than formatting standard text. Ensure that titles and headings are descriptive and clearly stated. |
| Structure | Use a 1.5 line spacing. Align left wherever possible and avoid justification. Indented bullet points and staggered bullets can aid navigation in some instances. Use a punctuation mark after a bullet point (as above). Add spaces around Headings and Paragraphs (use the add space before or after a paragraph option). Avoid using multiple columns of text. Avoid using textured background styles. Avoid crowded text and images (where text is to be enlarged, 7 – 11 words per line is preferable). Avoid text wrapping images – put images in line with the text. Avoid adding text over images. Avoid the use of indentation for new paragraphs (use line spacing). |
| Links | Use meaningful text and descriptions for hyperlinks. E.g. Visit the DMU Website (not this – https://dmu.ac.uk) ScreenTips can be employed to provide additional hyperlink information (Screen Tips are added via the hyperlink set-up window). To show or hide screen tips |
| Images, diagrams, charts and graphics | Adding images into a word document. Use ALT text to provide a clear description of any type of non-text object added. (Office 2019) For other versions of Microsoft Word use the information at this link to add ALT text. Describe the content and purpose of the object. Try to do this in one or two short sentences. Avoid repeating content from the body of the text. Decorative images do not need explanatory ALT text but it does need to indicate that the image is decorative. A more detailed image description may be required in the body of the text where specific details and ideas are to be conveyed. Avoid using any content that flashes or flickers. Avoid using visual characteristics alone to convey information. Avoid including images of text. |
| Text colours | Avoid communicating ideas with colour alone. Avoid using green and red / pink. |
| Colour contrast | Ensure that there is a high contrast between the text and its background. The default themes and style options in Microsoft Word have acceptable text to background contrast levels. This can be checked using the Microsoft accessibility checker. |
| Headers and footers | Ensure that any vital information included in these areas is repeated within the body of the text. |
| Tables | Use a simple table structure. Include clear column and row headings. Only use a table where it is absolutely necessary – avoid using a table as a formatting tool. For instance, to add columns to a page. Avoid split and merged cells. Avoid blank rows and columns |
| Superscript and Subscript | Where possible, avoid superscript and subscript: 18th November 2019 is preferred to 18th November 2019 (it is better to use text for the month). CO2 is preferred to CO2. |
Further guidelines about creating accessible and inclusive web content for teaching and learning.
Find out how to check the accessibility of a Microsoft Word document from within Word.