How do I make hyperlinks accessible in Microsoft Word

So, you want to make your hyperlinks accessible? There are a few rules about hyperlinks for text. These exist because of how they interact with assistive technology. You can also apply hyperlinks to images and other elements.

Things to avoid

How does a screen reader interact with a link?

It depends on the software but JAWS will pull up a list of links that a user can select from. The list is generated by the on screen text that is the link. It is important that your links are clear and concise and tell the user where they are going before they are interacted with.

Video walkthrough of how to make hyperlinks accessible in Microsoft Word

Text overview of how to make hyperlinks accessible in Microsoft Word

  1. Select the text you want to make a link
  2. Right click and select Link
  3. Enter in an address
  4. Select Ok
Select the text you want to make a link

Right click and select Link

Enter in an address 

Select Ok
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Alternate text in Microsoft Word

Alternative text descriptions of images (Alt text) helps users understand the picture’s significance (or lack of.)

This content is typically only accessed with assistive technology. In some cases, if you hover your mouse over an image, it will provide the alternate text as a pop up.

Provide descriptions around the image in the source document for optimal results but remember that not everyone might be able to access the alternate text.

Video overview of how to apply alternate text to images in Microsoft Word

Image context

The context is everything for images in your document. If the image adds important information to the learning experience, it should be described. If an image does not add any value, you may consider marking it as decorative. Lets review some samples:

Sample 1 image

This image was found on the website which is trying to attract visitors. It needs detailed alternate text.

A forest with giant sequoias, the largest trees in the world, is a feast for the senses. The giant sequoias’ red/orange bark is distinct among the grey and brown bark of other trees. And if you stand beneath one of these giants, you can gaze all the way up its tall trunk and through its high branches to see sky above. The treetop is often hidden above the highest branches. If you are quiet and listen, you may hear a breeze rustling the foliage of smaller trees – the sugar pines, white and red firs, or incense-cedar. Or perhaps you’ll hear a woodpecker calling and tapping against a tree, seeking insects. If you have time to take a walk, you may see a giant sequoia along the trail – try to press your fingers against its spongy, thick bark.

Sample 1 image description

A forest with giant sequoias, the largest trees in the world, is a feast for the senses. The giant sequoias’ red/orange bark is distinct among the grey and brown bark of other trees. And if you stand beneath one of these giants, you can gaze all the way up its tall trunk and through its high branches to see sky above. The treetop is often hidden above the highest branches. If you are quiet and listen, you may hear a breeze rustling the foliage of smaller trees – the sugar pines, white and red firs, or incense-cedar. Or perhaps you’ll hear a woodpecker calling and tapping against a tree, seeking insects. If you have time to take a walk, you may see a giant sequoia along the trail – try to press your fingers against its spongy, thick bark.

Sample 2 Icon

This image is an icon and in my opinion does not offer any additional value to the content provided, so I would mark it as decorative.

""

Giant sequoias grow at middle elevations along the west slope of the Sierra Nevada. While not the world’s oldest trees, they are known to reach ages of up to 3,400 years. Tree ring studies of giant sequoias provide a long record of climate and fire history, helping park managers and scientists better understand relationships of climate, fire, and the giant sequoia life cycle.

Sample 3 Pie Chart

This pie chart provides important information to the user. Because it is an image containing text, we need to provide all of the data in the description of the image.

Non-Wilderness. 340 Units. 14+ million Acres

Eligible. 21 Units. 17+ mill Acres

Proposed. 14 Units. 3+ million acres

Recommended. 17 Units. 5+ million acres

Designated. 50 Units. 44+ million acres

Sample 3 Alternate text

The National Park Service Wilderness by category is as follows:

  • Non-Wilderness. 340 Units. 14+ million Acres
  • Eligible. 21 Units. 17+ mill Acres
  • Proposed. 14 Units. 3+ million acres
  • Recommended. 17 Units. 5+ million acres
  • Designated. 50 Units. 44+ million acres

Additional things to consider when writing alternate text

  • Context is everything
  • Decorative images should be marked as decorative
  • Pie charts and other graphs will need all data described
  • Focus on the emphasis of the image
  • Avoid using “image of” in description
  • Be sure to check that the image does not just have the file name in the alternate text area. For example: jordison.png might be the default value in the alt text area for an image – be sure to spot check all images to ensure that the file name did not get inserted.
  • Keep alternate text less than 100 characters. If there is more text needed – be sure to include it next to the image on the page.

Text overview of how to apply alternate text in Microsoft Word

  1. Right click the image
  2. Select Edit Alt text
  3. Enter a description or mark as decorative
Right click the image

Select Edit Alt text

Enter a description or mark as decorative

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How do I make tables accessible in Microsoft Word?

It’s easy to make tables accessible in Microsoft Word! This means that every table should have a table header set, a style applied, and appropriate settings set.

Video Overview of how to make tables accessible in Microsoft Word

Tips on working with Tables

  • Avoid using merged cells when possible. There is no way to apply scope to table headers in Microsoft Word like you can in PDF. So if your doc is staying in Word – avoid merged cells
  • Do not use tables to format content. There are more accessible methods for formatting content like using headings or applying columns to text.
  • Tables should be used to display important data
  • Add a caption to the table

Table Accessibility Checklist:

  • Ensure the table has a header row and in some cases a column header
  • Set “repeat row across pages” for tables that span more than one page
  • Apply a table style
  • Table does not have any merged cells

How to set the row / column header

These settings might change depending on the type of data you are working with. Some tables will have first column or total row while others will not.

  1. Select the table
  2. Select table Design
  3. Set the appropriate Header Row / First Column selections
Select the table

Select table Design

Set the appropriate Header Row / First Column selections

How to set a Table Style

A table style simply changes the visual layout of the table. It will sometimes make the heading cells bold and a little easier to identify.

  1. Select the table
  2. Select table design
  3. Choose a table style
How to set a Table Style

Select the table

Select table design

Choose a table style

How to set other table properties

The additional table properties will update based on how much data is in the table. Tables that span multiple pages may require testing of different settings to ensure proper accessibility.

  1. Select the first row in the table
  2. Right click and open the properties menu
  3. Select Row
  4. Select “repeat as header row” on the first row
Select the first row in the table

Right click and open the properties menu

Select Row

Select "repeat as header row" on the first row

How to add a table caption

A table caption helps the user quickly identify the purpose of this table and can be used to create a table of contents in Microsoft Word.

  1. Right click the table
  2. Select insert caption
  3. Add a name to the caption
  4. Select Ok
Right click the table

Select insert caption

Add a name to the caption

Select Ok
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List items in Microsoft Word?

There are lots of ways to format list items in Microsoft Word incorrectly – this post will cover the right ways to do it!

The type of list that you choose is important! A bulleted list or unordered list is used for items that have no particular order. These could be things like items to get at a grocery store, for example:

  • Milk
  • Bread
  • Eggs

Whereas, numbered list items should be used when the order is important. For example:

  1. Get into your car
  2. Turn it on
  3. Drive to the store

If a list is not structured appropriately then there is a high chance that anyone using a screen reader will have difficulty engaging with the content.

Video overview of how to apply list items in Microsoft Word

This video will walk users through how to apply list items, edit list items, and change the way list items look.

Need additional tutorial videos?

Text overview for how to apply a list item in Microsoft Word

  1. Select the text that you want to make into a list.
  2. On the Home tab, in the Paragraph group, select the Number or Bullets list icon.
Select the text that you want to make into a list.

On the Home tab, in the Paragraph group, select the Number or Bullets list icon

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How do I apply headings to my Microsoft Word doc?

Headings help with general navigation and are a key component in creating accessible documents. Those who use screen readers commonly search and navigate a document based on its heading structure.

Headings that are created by simply enlarging words and making them a different color do not actually make them structurally a heading. So make sure you are using styles that are built into Microsoft word.

There are of course some quick rules for using headings:

  • Use at least one H1 – used as the title (The title style is not recognized by a screen reader!)
  • All H2’s should be subtopics to the main H1
  • Headings should not skip order. There should not be an H4 without an H3 first
  • Think of headings like using and building an outline.

Dont love the way the default headings look? You change em’

Video Overview of how to apply headings to a Microsoft word document

Need more Video walkthroughs? Check out The Accessibility Guy YouTube channel

Headings Navigation

When I start to apply headings to a document I always like to start by opening the navigation pane and then selecting the headings tab. On windows, this can be opened by pressing CNTRL + F on the keyboard.

Open up the navigation pane

The image above is a great example of how to use headings to build an outline for all of your content.

Text Overview on how to apply headings to a Microsoft word document

  1. Select some text
  2. Choose a style from the quick styles menu from the home tab
Select some text

Choose a style from the quick styles menu from the home tab

Go through the rest of the document and apply the styles throughout!

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How do I convert my Word document to PDF?

Im not sure I could keep count of the number of times I have been asked this question so here is a whole post dedicated to the topic!

Do not use the print to pdf function in MS Word. This will overwrite all of your hard work that you did in MS Word.

The Accessibility Guy

If you properly format your word document – you can export an almost perfect PDF file that will be close to passing accessibility requirements. By making a word document accessible, you can cut the time to remediate a PDF by more than 90%. Need some guidance on how to make Word documents accessible? The image below is a link to the Microsoft Word accessibility page.

Video Overview of how to convert from Word to PDF and retain the structure

Text Overview for how to set settings for export from Word to PDF

Step 1

Ensure that your word document is fully accessible. This page will walk you through all the steps required for making a word document accessible.

Step 2

Select File > Export > Create XPS / PDF Document

File export create pdf/xps

Step 3

Select the options button to adjust settings before selecting publish. These options will ensure that you are exporting a tagged pdf.

select options

Step 4

Adjust the options to reflect the following:

  • Page range set to all
  • Publish what set to Document
  • Include non-printing information has all three checkboxes selected
Page range set to all

Publish what set to Document

Include non-printing information has all three checkboxes selected

Now validate

Open up your PDF and ensure there are tags in the document.

That’s it!

Now you can begin making your PDF document accessible which is much easier if starting with a word document.

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How do I change the way my headings look in Microsoft Word?

Did you know you can change the way that your headings look in Microsoft word? The default heading colors might not be ideal for your project. Typically, when you apply a heading, it will format the text to the default template within Microsoft Word.

default heading styles in ms word

So if you want to change the default blue font – check out the content below!

Video overview of how to change the way headings look in Microsoft word

Text overview of how to change the way headings look in Microsoft word

Step 1

Format some text the way you want it to look with a font, color, and font size.

Format some text the way you want it to look with a font, color, and font size.

Step 2

Right-click the quick styles menu and select Update to Match Selection

This will change every Heading 2 throughout your document to match the same formatting.

Make sure the color you pick passes color contrast requirements!

Don’t want to worry about making your documents accessible? I can do it for you!

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