Use the following accessibility practices to make word processing documents or text files accessible and improve usability for everyone.
- Write link text that helps users know something about their destination if they click on it.
- Avoid phrases like “click here,” “learn more,” and “read more.”
- Always underline links for quick identification.
- Do not underline non-link text.
- Visit WebAIM’s article on Link Text and Appearance to learn more.
- Watch a Microsoft video on creating accessible links in Word.
- Ensure the contrast ratio between text color and the background color is at least 4.5:1 for normal text and 3:1 for large text.
- Do not use color as the only method to convey meaning.
- Include an additional descriptive component such as text, patterns, or shapes.
- Learn more about Contrast and Color Accessibility (WebAIM).
- Provide alt text for images and non-text objects that have meaning.
- Keep the alt text short and descriptive.
- Mark images and objects as decorative that don’t add information to the content.
- Avoid using images with text.
- Position images with content as “In Line with Text.”
- Find out everything you need to know to write effective alt text from Microsoft.
- Learn how to write alt text and image descriptions for the visually impaired from the Perkins School for the Blind.
- Learn how to add alt text to images and objects in Office.
- Use a simple table structure.
- Avoid merging or splitting cells and using nested tables when possible.
- Break up a complex table into multiple tables.
- Add a header row to your data table.
- Do not use tables for page layout.
- Learn how to create accessible tables in Microsoft Word
Check for Accessibility
As you design, develop, or create digital content, always check accessibility.