Accessible Microsoft Office Documents
Note: Always consider creating a webpage for your content instead of posting it as an electronic document.
If you want the document to ultimately be posted as a PDF, it is best to start by making the original source document accessible.
Use built-in Heading Style
Changing typeface, font size, or color may help sighted users, but screen readers don鈥檛 notice them and your meaning is lost. When making documents for digital distribution, in Word.
When you use headers, select them in order, like in an outline. (h1, h2, h3, etc.) Do not skip a level; it confuses screen readers. If you do not like the color, font, or size of the built-in headers, you can . Watch a Microsoft video about .
Use built-in bulleted and numbered lists
Like text headers, the built-in list formatting is recognized by screen readers. Without using the built-in lists, your carefully organized list will read like a jumbled paragraph that just happens to have numbers or symbols interspersed.
Alternative Text
It鈥檚 important to , including the key information in each image. If there鈥檚 text in the image itself, which should be avoided, include it in full in the alt-text, because any information not conveyed there is invisible to the screen reader. Also add captions for important charts, diagrams, and graphs.
Complicated images such as graphs and charts will likely require more than 150-character descriptions, so use brief alt text and include a longer description in the text surrounding the image.
Learn more about Alt Text.
Set document language
Screen readers require us to and indicate where we may switch languages. They also need additional information entered into , including a descriptive and unique document title (which is not the same as the filename).
If the document contains more than one language, select the text within the document in the different language and set that text to the appropriate language.
Add document title
Always set the title in documents:
- In Microsoft Word, go to File/Properties and click the Summary tab.
- In Adobe Acrobat, go to File/Properties and click the Description tab.
Use of Color
For level AA, ensure that a 4.5:1 contrast ratio exists between text color and background color. Use a like on the webaim.org site to check your colors for proper contrast.
Tools to Avoid
Microsoft Word tools such as Text Box, Quick Parts, WordArt, Watermarks and Drop Caps are not accessible formatting tools. Do not use a formatting tool that places a letter into a Text Box. A screen reader will not recognize this as text to be read.
Show Formatting Marks
Tip: Superfluous spaces, tabs and hard returns in your documents can create accessibility issues. Show formatting marks in Microsoft Word to see and remove them.
PDF Forms
If you have forms in electronic documents, consider having them converted to web form by the Information Technology Office.
Naming the File
Use a unique, descriptive file name when naming your documents. Avoid using spaces. Instead, use camel case or underscores when naming files.
Inaccessible example:
- Agenda.pdf
- CV for profile.docx
Accessible example:
- sdsu_ndi_handbook_2017-2018_finalv2.pdf, WookjaeHeo_CV_2017.docx
Saving and Exporting
If the Microsoft Word document is the older .doc file type, save the file with the newer .docx extension. The older file format (.doc) will not tag the file properly for screen readers.
Documents should be exported as electronic PDFs. Word documents must be .docx to accessible.
When saving your Microsoft Word document to a PDF, be sure to check "Best for electronic distribution and accessibility" in the Save As pane.
When you鈥檙e finished, ALWAYS double-check your work with the Accessibility Checker.
If you want the document to ultimately be saved as a PDF be sure to check the accessibility and "walk the tag tree" in Adobe as well.
The same rules and explanations in Word apply for Excel. Here is an abbreviated list of the steps.
- Set document language.
- Specify header info in tables. or .
- . .
- Keep your structure simple. Do not split cell, merge cells, or use nested tables. If you do, the file will not be accessible.
- Make hyperlink text meaningful, or supplement it with ScreenTips, small windows with descriptive text that appear when you rest the pointer on a command or control. Find out how to use .
- Add to visuals.
- Make sure not to designate important information through color or typeface and make sure there is appropriate color contrast between text and background so that people who are colorblind can still read the text.
- Run a final to find any issues you may have missed.
- . On a Mac, when you save, select the file type that is labeled 鈥淏est for electronic distribution and accessibility.鈥 On a PC, when saving, click 鈥渙ptions,鈥 and select 鈥淒ocument structure tags for accessibility.鈥 Do not create a PDF through the print-as-PDF feature.
If you do have forms within electronic documents, they will need to be interactive forms rather than static to be accessible.
Steps to make your PDF forms accessible using Adobe Acrobat Pro
- Automatically detect and markup form fields (Tools > Forms > Create).
- Manually add/edit and form fields that weren鈥檛 correctly detected.
- Check tab order; repair if needed.
- Check all labels (tooltips); repair if needed.
- Check group labels and options for radio buttons; repair if needed.
- Check labels for checkboxes; repair if needed.
