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You'll also learn how to use colors and styles to maximize the inclusiveness of your Word documents before sharing them with others. Word has many features built-in that help people with different abilities to read and author documents. Word also offers the Accessibility Checker that locates elements that might cause problems for people with disabilities. The following table includes key best practices for creating Word documents that are accessible to people with disabilities.

Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos. To find missing alternative text, use the Accessibility Checker. Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

Add alt text to visuals in Microsoft Add alt text to visuals in Office To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan your document.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here , include the full title of the destination page. Tip: You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink. Add hyperlink text and ScreenTips. People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.

Use accessible text format. To find insufficient color contrast, use the Accessibility Checker. If your document has a high level of contrast between text and background, more people can see and use the content. Use accessible text color. To preserve tab order and to make it easier for screen readers to read your documents, use a logical heading order and the built-in formatting tools in Word. For example, organize headings in the prescribed logical order. And, organize the information in your documents into small chunks.

Ideally, each heading would include only a few paragraphs. Apply built-in heading styles. Use bulleted lists. Use ordered lists. To ensure that tables don't contain split cells, merged cells, or nested tables, use the Accessibility Checker.

You can also visually scan your tables to check that they don't have any completely blank rows or columns. Screen readers keep track of their location in a table by counting table cells.

Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table. Use table headers. The following procedures describe how to add alt text to visuals in your Word documents in Microsoft Add alt text to images.

Add alt text to shapes or SmartArt graphics. Add alt text to charts. Make visuals decorative. Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of. Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Tip: You can also select Generate a description for me to have Microsoft's cloud-powered intelligent services create a description for you. This takes a moment, after which you see the result in the text entry field. Remember to delete any comments Word added there, for example, "Description generated with high confidence. Tip: You have to right-click somewhere inside the frame that surrounds the entire shape or SmartArt graphic, not inside one of its parts.

Type sentences to describe the shape or SmartArt graphic and its context to someone who cannot see it. Tip: You have to right-click somewhere inside the frame that surrounds the entire chart, not inside one of its parts. Decorative objects add visual interest but aren't informative for example, stylistic borders. People using screen readers will hear these are decorative so they know they aren't missing any important information.

Right-click a visual and select Edit Alt Text. The Alt Text pane opens on the right side of the document body. Select the Mark as decorative check box. The text entry field becomes grayed out. Tip: If you export your document as a PDF, any visuals you have marked as decorative are preserved by tagging them as artifacts. The following procedures describe how to add alt text to visuals in your Word documents in Office Select an image and press the Alt Text button in the Format ribbon tab.

Select a chart and press the Alt Text button in the Format ribbon tab. Select Edit Alt Text. Add alt text to SmartArt graphics. Add alt text to shapes. Note: We recommend only putting text in the description field and leaving the title blank.

This will provide the best experience with most major screen readers including Narrator. For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing. Tip: Include the most important information in the first line, and be as concise as possible. The following procedures describe how to make the hyperlinks, text, and tables in your Word documents accessible.

Select Link. The text you selected displays in the Text to display box. This is the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

On the Home tab, in the Styles group, select a heading style, for example, Heading 1 or Heading 2. In the Paragraph group, select the Bullets button. In the Paragraph group, select the Numbering button. Ensure that text displays well by using the Automatic setting for font colors.

Select your text, and then, on the Home tab, select the Font Color menu and select Automatic. Use the Accessibility Checker , to analyze the document and find insufficient color contrast. The tool now checks the documents for text color against page color, table cell backgrounds, highlight, textbox fill color, paragraph shading, shape and SmartArt fills, headers and footers, and links.

Use the Colour Contrast Analyzer , a free app that analyzes colors and contrast, and displays results almost immediately. Add an underline to color-coded hyperlink text. Add shapes if color is used to indicate status. Note: These resources provide other suggestions: usability. In the Paragraph group, in the lower-right corner of the group, select the Paragraph Settings button. The Paragraph dialog box opens, showing the Indents and Spacing tab. Rules for the Accessibility Checker. Make your Excel documents accessible to people with disabilities.

Make your PowerPoint presentations accessible to people with disabilities. Make your Outlook email accessible to people with disabilities. And organize the information in your documents into small chunks.

Ideally, each heading is followed by only a few paragraphs. To enable right-click on your Mac, make sure that the Secondary click option is selected in System Preferences. Select an image and press the Alt Text button in the Picture Format ribbon tab. Tip: To open the correct menu, right-click in Chart Area , that is, somewhere inside the frame that surrounds the entire chart, not inside one of its parts. The text entry field is grayed out.

The text you selected displays in the Text to Display box. On the Home tab, select a heading style, for example, Heading 1 or Heading 2. The Paragraph dialog opens, showing the Indents and Spacing tab.

On the Table Design tab, select the Header Row check box. Add hyperlink text. They often see text merge or distort. For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters, and excessive italics or underlines.

Include ample white space between sentences and paragraphs.



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