Headings
Headings can provide an organizational and navigational framework for a document's content, communicating both the informational hierarchy and the relationship between different sections. Headings also provide a simple mechanism for an individual using assistive technologies to "jump" from one heading to the next when navigating the document.
- From the Home tab, choose the Styles pane. This will open the list of headings and other styles for use in the document.
- Place focus on the appropriate content and choose the relevant heading style.
- Avoid skipping heading levels - Modify Style of the heading if you prefer a specific font or appearance.
Lists
Lists provide a structured order to a group of connected or sequential content. A numbered or bulleted list may present the same information more effectively than simple data tables with fewer steps.
- Highlight the grouped list of items.
- In the Home tab, select the appropriate list style (i.e, numbered list or bulleted list).
Formatting Guidelines
- Remove any lists manually created, such as those using dashes or asterisk characters. Manual lists are not "true" lists.
- Avoid using indentation to provide a visual list in lieu of the list style button.
- Ordered or numbered lists are used to present a group of items (words, phrases, sentences) that follow a sequence.
- Unordered or bulleted lists are used for a group of items without a sequence.
- Lists should contain at least two or more list items unless being used to create an outline.
- Nested lists are acceptable, such as a numbered list that contains a nested bulleted list.
Images
Images that support the content require a text description (also called "alt text") that communicates the purpose and/or content of the image. This information is presented to the individual using assistive technologies allowing them to hear the description of the image. Image descriptions should be short and communicate the main purpose of the image. Images that are considered decorative can be marked as such and are ignored by assistive technologies.
If a longer description of the image is necessary to fully explain its content, consider inserting a more detailed description of the image within the document text that precedes and/or follows the image.
Adding Alt Text
- Select and right-click the image.
- Select Edit Alt Text.
- Provide a brief and concise description and “X” or close the window.
Marking a decorative image
- Select the image.
- Right-click the image.
- Select Edit Alt Text.
- Select Mark as decorative.
Hyperlinks
Documents containing hyperlinks to websites or other online resources can be improved by including hyperlink text that is understood by the reader. For instance, using the full URL as the hyperlink text may not make sense to the reader, particularly if it is long.
- Place the cursor anywhere on the desired hyperlink.
- Right-click the hyperlink. Select Hyperlink, then Edit Hyperlink.
- Under Text to Display, write the descriptive text for the hyperlink, keeping the text name short and descriptive.
- Select OK.
Hyperlink Tips
- Communicate the purpose or function of the hyperlink as part of the link name.
- Be as descriptive as possible without being overly long as some assistive technologies (e.g., screen-readers) will read the entire link text before moving to the next text content. Try keeping the hyperlink text under 120 characters.
- Integrate the link into your sentence, sighted users will see the link, and screen readers will hear the link.
- Ask yourself when writing a link text, "Will the reader know where they are going just by the link text alone?"
Tables
Tables in Microsoft Word should be used for data and not layout purposes. An accessible table includes:
- At least one header (row and/or column).
- An Alt Text description summarizing the table.
Apply at least one header
- Select the table to reveal Table Design. (Note: this tab will only appear if the table is selected.)
- In the far left-hand section, determine the required header type:
- Header row: check the box Header Row.
- Column header: check the box First Column.
- Highlight the header row of your table. Right-click the table and Select Table Properties.
- In the Row tab, check the box Repeat as header row at the top of each page.
- In the Alt Text tab, write a short, one-sentence description of what the table information presents.
- Select OK.
Color
Color can be an effective method to communicate ideas and draw attention to information. Ensuring there is sufficient contrast as well as using color in combination with other formatting can support a diverse campus community, including individuals with visual disabilities.
Contrast
Contrast ratios may be evaluated using tools such as:
General rules for using color
- Provide sufficient contrast between the foreground text information and background color.
- Avoid using pastels or “light” versions of colors.
- Use color in combination with text-based information.
- Color should not be used as the sole means of providing information. Individuals who are blind, visually impaired, or have certain types of color blindness may not be able to discern what information is being communicated by color alone.
Instructions copied and amended from the Standford Office of Accessibility
