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Introduction to Web Accessibility

WebAIM Training

Word 2016 for Windows
Creating Accessible Documents

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Creating and Editing Headings

Select the Home tab from the ribbon.
In your document, select the text to convert to a heading.
Click on the appropriate heading level in the Styles in-ribbon gallery; e.g., Heading 2.
Headings 1, 2, or 3 can also be assigned using Control + Alt + 1, 2, or 3, respectively.

Notes

Word documents with a true heading structure provide at least two benefits:

The document retains this structure when correctly exported to HTML or PDF.
The document's readability is increased for all users.

Adding Alternative Text

Right-click on the image and select Format Picture. A dialog box will appear.
Select the Layout & Properties icon and choose Alt Text.
Enter the appropriate alternative text only in the Description field, NOT the Title field.

Creating Tables

Select the Insert tab on the ribbon, then select Table > Insert Table.
If your table has a column header(s), select Table Tools > Layout on the ribbon, then choose the Repeat Header Rows option in the Data group.

Important

Do NOT create tables "by hand" with spaces or the Tab key.

Editing Hyperlinks

Select a hyperlink, right-click, and select Hyperlink or Ctrl + K.
Change the text in the Text to display field to a more meaningful description.

Creating Lists

Select the Home tab on the ribbon.
Choose the Numbered List or Bulleted List option from the Paragraph group.

Creating Columns

Select the Layout tab on the ribbon.
Select Columns in the Page Setup group.
Choose the number of columns.

Using the Accessibility Checker

Select File > Info > Check for Issues > Check Accessibility.
The checker presents accessibility errors, warnings, and tips for making repairs.

Saving as HTML

Select File > Save As.
Select the place to save to (usually This PC) and a folder.
Choose one of two options for exporting to HTML from the Save as type drop-down menu:
- Save as Web Page
- Save as Web Page, Filtered

Converting to PDF

Users can create PDF files with the Adobe Acrobat add-in (recommended), or by using Word to save the document as a PDF file.

Adobe Acrobat Add-in

Before starting the conversion process, double-check that the proper Application Settings are enabled in Word. You only need do this once:

Select Preferences from the Acrobat ribbon.
Ensure that the Enable Accessibility and Reflow with tagged Adobe PDF setting is checked in the Acrobat PDFMaker dialog.

To export a PDF, select Create PDF from the Acrobat tab.

Screenshot of the 'Create PDF' option highlighted on the 'Acrobat' tab.

If you do not have access to the acrobat tab

Select File> Save as Adobe PDF,
Choose an option from the Optimize for drop-down menu:
- Standard
- Minimize size
Before saving, select Options and ensure that the Document structure tags for accessibility option is selected.

Saving to PDF with Word

Accessible PDF files can be created with Word's Export option:

Select File > Export > Create a PDF/XPS Document.
Choose an option from the Optimize for drop-down menu:
- Standard
- Minimize size
Before publishing, select Options and ensure that the Document structure tags for accessibility option is selected.