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We use Word documents all the time. But do you ever think about accessibility? Even simple documents can contain elements that make them inaccessible to some users. Like tables or charts. Accessibility is not just about websites. Everything you do at work should be inclusive. So it’s a good idea to make sure your Word documents are accessible. Either internally in your organization or externally. Can you guarantee that it will not be shared with someone who is disabled?
Tables are a useful way to share complicated information. But they can create barriers to entry for people using assistive technologies. Sighted users can look up information in a table. You can quickly see the visual difference between the column and row headers. And where does the data start in the table. Someone who cannot see the table cannot make these visual connections. For this reason, it is important to mark the rows with these tags as “headers”. This tells assistive technology users which part of the table they are reading. Not all screen readers recognize them, but they are useful to include.
Add alternative (alt) text to images
- A screen reader, as the name implies, reads text on a screen aloud. However, as sophisticated as screen readers may be, they cannot understand the context of a chart without the help of alt text. When you add alt text to an object in Word, you allow screen readers to collect and read the description aloud, helping people with visual impairments.
- It is important to know which objects should include alt text. If a graphic is strictly decorative (such as the borders of a page), it’s safe to exclude the alt text, and you can mark the graphic as decorative in Word. When it does, screen readers will let the user know that the object in question is for cosmetic purposes only. You can also skip adding alt text to tables, as screen readers can capture the content within them without any additional help.
- You should add alt text to any visual elements that add additional context to your document. This almost always includes everything:
- images
- Photographs
- Photos
- diagrams
- deer
- icons
- shapes
- Here are some general tips for writing good alt text:
- Do not include phrases such as “an image of” or “a graphic display”.
- Do not include text content that appears around the image as alt text.
- Write the alt text the same way you would write any other descriptive sentence.
- When you include alt text for flowcharts, include the entire process from start to finish. This can be longer than the alt text for other graphics, but it is necessary.
Include subtitles in videos
- Videos can be a great resource, but you need to make sure the information in the video is accessible to everyone. This means adding subtitles for those who may have difficulty hearing and prefer to read text on screen.
- Unfortunately, Microsoft Word does not have a built-in feature to add subtitles to videos. This means that if you created the video yourself, you have to do things the old-fashioned way. You can use a text editor (such as Notepad) to create the subtitles and then save that file with the VTT extension.
- If you’re linking or embedding a YouTube video, then (most likely) you’ll already have closed captions thanks to Google’s voice recognition automatically generating this text. This will save you a bit of time, but these subtitles are not always accurate. Try watching the video yourself using the subtitles to see what your audience will see. If the closed captions aren’t accurate, consider linking to another source.
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