Accessibility Checker for Word
Using the Accessibility Checker in Word
The Accessibility Checker can be accessed from the top bar in all Word by going to Review > Accessibility Checker.
This will then open a window on the right-hand side of your document. This will give a list errors, warning and tips with how-to-fix recommendations for each. You can also tick a box that will keep the checker running as you work.
From this list, you can select an issue using the drop-down arrow and this will list the recommended fixes and will let you make the changes from that list.
Tips for Creating an Accessible Document
These tips will help you create an accessible document for others to use. However, it is best to remember that no document will be fully accessible to everyone. It should be easy to provide the document in an alternative format upon request.
- Add alternative text to visuals: This will help people who can’t see the screen understand what’s important in images and or visuals.If an image has text in, ensure that you repeat that text in your document. The alternative text should not be longer than a short sentence or two and should be able to convey the content and the purpose of the image in a concise and unambiguous manner.
- Colours: Ensure that colour is not the only means of conveying information. This will help people who are blind, colour blind or have low vision not miss out on the meaning of the information.
- Contrast and text colour: If your document has a high level of contrast between text and background, more people can read the content effectively. It is best to avoid pale text on a white background, and plain backgrounds are advised.
- Font size: It is best to type the document in font size 14 to assist readers with visual impairments.
- Audio and Visual content: In addition to alternative text, include closed captioning for people who are deaf or have limited hearing.
Converting a Word Document to a PDF
It is important to save your Word document as a PDF before sending it on to others. This is to prevent others from being able to make changes to the document and will keep it in the correct formatting that you have set up.
This can be done by going to File > Save As Adobe PDF
If you are writing a Word document in OneDrive go to File > Save As > Download As PDF
Information about the Accessibility Checker (including how-to video):
Accessibility Checker Guide: Learn about the Accessibility Checker
How to Guide: How to Guide