How to create accessible Word 2010 documents

To ensure that your Word 2010 documents are accessible, please reference the instructions below regarding each element that is used in your document:

 

Document Title 

Document Language

Headings

Alternative Text

Lists

Links

Tables

Columns

Reading level

Accessibility checker


Document Title

To add a document title, click on the file menu, and then click to the right of the "title" field on the right-hand side of the window. Type your document title in directly.

Screenshot indicating where to add the title, as described in the text above.


Headings

Headings in a document must be formatted using the headings styels. You should never create a heading simply by increasing the font size, or making the font bold. While this may look like an obvious heading to a sighted user, screen readers and other assistive technologies do not interpret larger text to be a heading, so this information would be lost to a non-sighted user.

To create a heading in Word 2010:

 

  1. Highlight the text that you want to make into a heading
  2. Click on the "Home" tab
  3. From the "Styles" menu, select the appropriate heading level

Unfortunately, the default color that Word 2010 uses for headings does not have sufficient color contrast (see "color and contrast" in our accessibility basics overview). This means that you will need to change the heading colors to a darker color. See instructions on how to change your heading template here:

Screenshot showing how to select a heading from the styles menu in Word 2010

 

 

Headings also must be used in numeric order. Think of headings as an outline for your content. Begin with Heading 1, and add subsequent headings in numeric order as necessary, without skipping any heading levels. There should be only one Heading 1 per page. See below for an example of proper heading use:

Visual example of proper heading structure


Alternative Text

Alternative text, commonly referred to as “Alt text,” is the text that is read by a screen reader for a person who cannot see the image, or the text that appears if the image is broken. Alt text should communicate the meaning of the image -- the same meaning that the image is trying to convey for a sighted user. If the image contains information, that information should be given in the text. Avoid using text boxes, Word Art, and watermarks.

 

To add alternative text to an image in Word 2010, simply right click or Ctrl+click the image, and select “Format picture”

Right click on the desired image, and select "format picture"

 

Then, click on “Alt text” in the list to the left, and type a description of the picture into the “Description” field – NOT the title field.

Click on "alt text" in the list to the left and type in the "description" field


Lists

Do not manually type dashes or numbers to denote lists. Select either bulleted or numbered lists from the "Home" tab to create a list.

Visual of where to select bullet or numbered list in Word 2010


Links

Make link text meaningful. Think about where the link goes, and describe that. 

 

To add a link in a Word 2010 document:

  1. Highlight the text that you would like to become a link
  2. Right click or Ctrl+click
  3. select "Hyperlink" from the menu
  4. Type the desired URL into the "address" field
  5. Click OK to save

Tables

Create tables using the Insert tab, and select the table property. Always include either a heading row or heading column, or both. 

How to add tables; explained in text above.

 

If the table spans more than one page, heading rows must be repeated at the top of the table on each page. To ensure that a heading is added to each page, right click on the table, and select "table properties"

clicking on table properties, as described in text above

 

Then, click on the "Row" tab and check the "Repeat as header row at the top of each page" box:

Image showing which box to check to repeat header row, as described in text above.


Reading Level

Content should be clear and plain. The reading level for content should be no higher than 7th-9th grade. To check the reading level of a document in Word 2010, first go to the File menu, and click on "Options" in the bottom left:

Visual of clicking on the file menu and then the options tab, as described in text above.

 

Next, click on "Proofing" in the lefthand navigation, and check the "Show readability statistics box" and click "OK."

Visual of clicking on proofing and then checking the readability statistics box, as described in text above.

Readability statistics are now enabled. To run a check on your document, go to the "Review" tab and click on the Spelling & Grammar tool. After the spelling and grammar check is complete, the Readability Statistics box will appear:

Readability statistics box, as described in text above.

Readability will appear at the bottom. The number indicated to the right of "Flesch-Kincaid Grade Level" corresponds to U.S. school grade level.

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