Making Your Microsoft Word Document Accessible

1. Using the Review Tab

1.1 Spelling and Grammar Check

1. Open your document in Microsoft Word.

2. Go to the Review tab on the Ribbon.

3. Click on Spelling & Grammar to check for any spelling or grammatical errors.

4. Follow the suggestions provided to correct any issues.

1.2 Track Changes

1. In the Review tab, click on Track Changes.

2. Any edits you make will now be tracked, allowing others to see what changes have been made.

3. To accept or reject changes, use the Accept or Reject buttons in the Review tab.

2. Using the Accessibility Checker

2.1 Running the Accessibility Checker

1. Go to the Review tab.

2. Click on Check Accessibility.

3. A pane will open on the right side of the screen, showing any accessibility issues in your document.

4. Click on each issue to see suggestions on how to fix it.

2.2 Common Accessibility Issues

• Missing Alt Text: Add descriptions to images.

• Low Contrast: Ensure text color contrasts well with the background.

• Table Structure: Use simple table structures and specify column headers.

3. Adding Image Descriptions (Alt Text)

3.1 Adding Alt Text to Images

1. Right-click on the image in your document.

2. Select Edit Alt Text.

3. In the Alt Text pane, enter a description of the image. This description will be read aloud by screen readers.

3.2 Best Practices for Alt Text

• Be concise but descriptive.

• Describe the content and function of the image.

• Avoid using phrases like “image of” or “picture of”.

4. Organizing Your Document with Headings

4.1 Using Built-in Headings

1. Highlight the text you want to turn into a heading.

2. Go to the Home tab.

3. In the Styles group, select the appropriate heading level (e.g., Heading 1, Heading 2).

4.2 Benefits of Using Headings

• Helps screen readers navigate the document.

• Creates a logical structure for your content.

• Makes it easier for all users to scan and understand the document.

By Mohammad Zaripour