Good use of Microsoft Word Styles, headings and specific formatting rather than TAB, Spacebar and Enter keys to present a document make it much easier for a screen reader user or someone requiring Braille to work with your learning materials. Text to speech and careful use of colour can also help those with specific learning difficulties and colour deficiencies. All this can also make it easier for you to convert documents into accessible PDFs or Web Pages. If you are using Office 2007/2010 ensure it is backward compatible by saving as a .doc or .rtf as these formats can be read in many other applications such as Open Office.
- Use Styles. Create headings and subheadings (Heading 1, 2, 3 etc.) using styles, not just bolded, enlarged or centred text. Using headings in a document allows you to create a DAISY digital talking book that is divided into sections; these sections can be navigated by the reader. If you would like to change the appearance of a heading, select Format > Styles and Formatting (Format > Style in Mac). This will change the appearance of all instances of a certain element (e.g. every Heading 1). Make sure Fonts used are readable, preferably size 12/14
- Use picture descriptions known as ‘alternative (alt) text tags’ for all graphics including graphs and clip art. Insert the image – Right Click on the image, select Format Picture (or select Format > Picture from the menu bar), click the Web tab and enter the description in the box labelled Alternative text. In Office 2007 use the size menu > alt text tab. Make sure the text is short but conveys meaning.
- Do not forget page numbers and create bulleted or numbered lists using the menu button and built in styles not just symbols and spaces.
- Make sure all tables have headers across the top. If you have one row across the top, you can set this row as a header by selecting the table and choosing Table >Table Properties > Row tab > Repeat as Header Row at the top of each page. Tables should have a uniform structure with no merged cells as these can upset the reading order for someone using a screen reader. Table row and column titles should be concise and if possible provide a summary of important elements.
- Ensure good colour contrast within charts and images and for text, if this is important for explaining items. Check this by printing out in black and white.
- JISC TechDis: Writing Accessible Electronic Documents with Microsoft Word with further information about fonts, colour, styles, captions and linking to other documents.
- 10 very basic rules for making a Word document will look good and make good Braille, Large Print, DAISY, PDF etc. More in depth use of style sheets.
- WebAIM – Microsoft Word Accessibility Techniques with useful screen grabs showing how each element is achieved:
- Find and fix Accessibility issues in Word 2010 – Microsoft video
- Microsoft Word viewer, for those who do not have Microsoft Word installed on their computer
- Check your work by downloading the free text to speech plug in called WordTalk or using the free downloadable Thunder screen reader. Try navigating around your document using just the keyboard!
- Dolphin tutorials on making Word accessible for use with Daisy Readers with links to the use of EasyProducer.