{"id":11241,"date":"2014-08-28T10:21:30","date_gmt":"2014-08-28T14:21:30","guid":{"rendered":"http:\/\/carleton.ca\/webservices\/?p=11241"},"modified":"2026-03-17T07:57:26","modified_gmt":"2026-03-17T11:57:26","slug":"making-accessible-documents-word-pdf","status":"publish","type":"post","link":"https:\/\/carleton.ca\/webservices\/2014\/making-accessible-documents-word-pdf\/","title":{"rendered":"Making Accessible Documents (Word and PDF)"},"content":{"rendered":"\n
\n
\n\n
\n
\n
\n

\n Making Accessible Documents (Word and PDF)\n <\/h1>\n \n \n <\/header>\n\n <\/div>\n\n <\/div>\n\n <\/div>\n<\/section>\n\n\n\n

We’ve discussed accessibility for webpages and online content, but what about uploaded files? Herewith is a list of basic accessibility guidelines for Word documents. These will help if you are converting your Word files to .pdf format, as the accessibility of your PDF depends upon how accessible the original document is!<\/p>\n\n\n\n

What makes a document accessible?<\/h2>\n\n\n\n

Write clearly, using plain language<\/h3>\n\n\n\n

As in writing web content, communicate clearly and concisely. Write important information first and place general information before details. Use only as many words as necessary. Set the language preferences of your document for consistency.<\/p>\n\n\n\n

Consistency in document layout<\/h3>\n\n\n\n

Make use of page breaks, paragraph spacing, columns, and margins. Do not<\/strong> use the Enter or Space keys to lay out your text! Screen readers interpret those spaces as “Blank”. Save your audience from reading through endless “Blank”s – use the Enter key only when you are creating a new paragraph. Do not <\/strong>put body text in a table!<\/p>\n\n\n\n

Appropriate, concise Headings<\/h3>\n\n\n\n

Headings break up the text in your document and give it structure. Good headings are informative but short. Use the headings in the Word editor, and follow the logical order (Heading 2 is a child of Heading 1, and so on). You can save your preferred format for each Heading by modifying the Heading style. Learn more about Styles<\/a>.<\/p>\n\n\n\n

Legible body text<\/h3>\n\n\n\n

Use 10-point to 12-point size font. Choose a simple font, such as Calibri, Arial, or Helvetica, and use no more than two fonts in your document. Colours should not be distracting, and you should never rely on the use of a colour to convey information (e.g. do not<\/strong> create a document saying, “all quiz dates are printed in red”).<\/p>\n\n\n\n

Supplement graphics<\/h3>\n\n\n\n

All images should have an alternate text tag. Right-click the image and select Format Picture<\/strong>, then click Alt Text and provide a description of the image. Include alt texts and\/or captions for all graphical information, and provide data tables for visual charts. Do not<\/strong> use images of text.<\/p>\n\n\n\n

\"Screenshot
An image of text does not usually add anything to your document.<\/figcaption><\/figure>\n\n\n\n

Table data easily understood<\/h3>\n\n\n\n

Use tables to display data that relates via columns and rows of a spreadsheet. Put information into every cell and label the rows and columns. Similar to images, provide alternate text for tables. Do not <\/strong>make a single-cell table!<\/p>\n\n\n\n

<\/a>Make use of Styles<\/h3>\n\n\n\n

On the right-hand side of Microsoft Word’s Home ribbon is a section called Styles<\/strong>, used to format text you want to highlight or emphasize (including Headings). Styles can be modified and you can create new styles. You can even adjust the indentation and create a border, eliminating any reason to put body text in a table or draw a text box.<\/p>\n\n\n\n

No hidden information<\/h3>\n\n\n\n

Always include important information in the body text of your document, including the document version, title, and relevant contact information. These things should not<\/strong> be in the Header or Footer, and never<\/strong> in a drawn text box. Put anything you want your audience to read in paragraph form.<\/p>\n\n\n\n