Word Accessibility

When choosing a font for your content, keep these key elements in mind to ensure accessibility. An accessible font or style ensures that text is easy to read and comprehend for a diverse audience, including people with disabilities or visual impairments. 

• Fonts without decorative strokes (e.g., Arial, Verdana) are generally more accessible, especially on screens. Accessible fonts have clear distinctions between similar letters (e.g., "l" vs. "I" or "o" vs. "0"). 
• Avoid overly ornate fonts, as they can be harder to read.
• Font size should also be taken into consideration when thinking who your target audience may be. Body text should typically be at least 16px for readability when creating accessible content.
• The styles of these fonts should also be taken into consideration. 
• Avoid using all uppercase letters for large blocks of text, as it can reduce readability. 
• Use italics sparingly; italicized text can be harder to read, especially for those with low vision or dyslexia. 
• Reserve underlines for hyperlinks to avoid confusion.

Document formatting plays a vital role in making Word documents accessible to everyone, including people with disabilities who rely on assistive technologies like screen readers.

Proper formatting ensures the document follows a logical flow, making it easier for assistive technologies to read the content in the correct order. When formatting, you should avoid using visual tricks (e.g., blank spaces, tabs) to align content, as they can confuse screen readers.

Avoid merging or splitting cells, which can confuse assistive technologies. Mark table headers so screen readers can provide context for the data in each cell. Use meaningful placeholders or reorganize the table to ensure all data is accessible.

Applying Word's built-in heading styles (e.g., Heading 1, Heading 2) creates a clear structure. Screen readers then use those headings to provide an outline of the document, enabling users to skip to the desired section.

High contrast is essential in Word documents to ensure that text and other elements are easily distinguishable from the background. This enhances readability for all users, including those with low vision, color blindness, or cognitive disabilities.

The accessibility checker in Office Products such as Word will identify some accessibility problems, such as inadequate color contrast, missing alt text for images, a lack of table headers, and restricted document access. The accessibility checker will designate each problem as an “error,” a “warning,” or a “tip,” with “errors” being the most severe problems and “tips” being the least severe. (The accessibility checker in Office will identify the absence of captions as a “tip,” but at UB, all audiovisual media must be captioned). The accessibility checker will also offer options for a way to fix problems. 

However, there are some accessibility problems an automated checker will fail to identify, and it is important to learn to identify them or to ask an expert to look over the document. For example, the accessibility checker will not identify if headings are assigned to the appropriate level, if text color or style is used exclusively to convey information, or if there are inaccuracies in alt text.

Keyboard navigation in Microsoft Word is essential for improving accessibility and efficiency, especially for users with mobility impairments or those who prefer not to use a mouse. It allows you to perform most tasks—such as editing, formatting, and navigating—using only the keyboard.

There are several benefits to keyboard navigation including enabling individuals with disabilities to use Word effectively without relying on a mouse, keyboard shortcuts often allow quicker navigation and task execution than using a mouse, and they also help reduce physical strain caused by repetitive mouse movements.

• Reading Mode: Use Alt + W, F to enter Reading Mode for easier navigation.
• Accessibility Checker: Open with Alt + Q and type "accessibility checker."

By mastering these keyboard navigation commands, users can work efficiently and accessibly in Microsoft Word, ensuring a seamless experience.

Read Aloud is a built-in accessibility feature in Microsoft Word that allows the document text to be read out loud by a computer-generated voice. This tool is particularly useful for individuals with visual impairments, reading difficulties, or those who prefer auditory learning. It also helps anyone to proofread and review content effectively.

Key Features of Read Aloud

• Voice Options: Choose from different voices and accents to suit your preference.
• Adjustable Speed: Control the playback speed to make it faster or slower.
• Highlighted Text: The text being read is highlighted, making it easier to follow along visually.
• Pause and Resume: You can pause, resume, or navigate through the document during playback.

Microsoft Word provides robust support for screen readers, ensuring that visually impaired users can create, navigate, and edit documents effectively. It incorporates accessibility features, compatibility with screen readers, and design practices to facilitate a smooth user experience.

Compatibility with Major Screen Readers

Microsoft Word is designed to work seamlessly with popular screen readers, including:

• Narrator: Built into Windows.
• JAWS (Job Access With Speech): Widely used by visually impaired users.
• NVDA (NonVisual Desktop Access): A free, open-source screen reader.
• VoiceOver: Native to macOS devices.

Tips for Enhancing Screen Reader Accessibility in Word

• Use Built-in Styles: Apply headings, bullet points, and numbering properly.
• Add Descriptions: Provide meaningful alt text for images and graphics.
• Organize Content Logically: Use a clear structure with headings, subheadings, and paragraphs.
• Avoid Visual-Only Cues: Don’t rely solely on color, size, or location for emphasis.
• Test with a Screen Reader: Preview your document with a screen reader to ensure it reads logically.