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Web Accessibility Standards for Word Documents
IntentArticulate the standards and techniques for producing accessibility-compliant documents of this
type.
Who uses this documentWeb Editors
Web accessibility standards for word processor documents and templatesThe minimum standard is WCAG 2.0 Level AA plus Success Criteria 1.4.8-9, 2.4.9-10, 3.1.3-6, plus the recommended practices for creating word processor documents and templates.
When to use this format onlineDo not use this format online unless it is:
Not possible to present the information as a web page
A template for downloading
A draft document for others to review or edit and there is no shared folder available on a
network drive. Restrict access to those who need to review or edit the document
Course material – but note that using non-web formats online may create accessibility
problems for some students. You may need to provide an accessible alternative.
How to prepare files in this formatUse Microsoft Office 2010 to create and check documents.
This version includes an Accessibility Checker tool.
Evaluation process and checklist
Purpose To ensure accessibility compliance of all word processor documents published online.
Responsibility Creators and maintainers of word processor documents and templates
When to use Before:
Distributing word processor templates.
Publishing word processor documents online.
If the document has already been published, download a copy to
check.
Methods and tools Visual check: look at the document to see if the checkpoint has been met.
Editorial review: read and evaluate the content to see if it complies with the checkpoint.
Use Word menu: follow the menu steps listed.
Evaluation tools:
Microsoft Office 2010 with Accessibility Checker
MS Word with readability statistics tool enabled:
File > Options > Proofing > Show readability statistics (runs at end
of spell checker)
Black and white printer
Colour contrast analyser (The Paciello Group)
1. Using the appropriate method, check the resource against each design checkpoint listed
below.
2. In the result column, note if the document passed the checkpoint by circling:
Pass
Fail
N/A = not applicable
3. If the resource fails any of the design checkpoints, make the necessary changes or seek
help from a web or multimedia specialist.
GeneralThe document passes the Microsoft Office Accessibility Checker. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Microsoft Office Accessibility Checker reports
that the file has no errors or warnings.
Use Word
menu:
File > Info >
Check for
Issues >
Check
Accessibility
File format, document template and metadataFile is a Word document (DOCX). [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
The document is:
Not able to be published in HTML format,
or
A document template, or
A draft for someone else to review or edit,
or
Course material.
It is best to publish resources online in HTML
format. Publishing a resource in another
format may create accessibility problems for
some users, and you may need to provide an
accessible alternative.
Visual check
Do not create a HTML web page by
converting Word documents to HTML by
using Save As > Web Page (or Web Page,
Filtered). HTML documents must be created
using a specialised web authoring tool.
The RMIT University template has been used to create Word document. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
RMIT University template has been
used.
Use Word menu:
File > Info >
Properties > Show
All Properties >
Template
The file properties contain accurate metadata (Title, Comments, Company, Author). [ Pass Fail
N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
The file properties fields (Title,
Comments, Company, Author) are
descriptive and accurate. The
comments field should contain a
short summary of the document.
Use Word menu:
File > Info > Show
All Properties
2.4.2 Page Titled
Language and grammarDefault language is set to English (Australia). [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Language is set to English
(Australia)
Use Word menu:
Review > Language
> Language
Preferences…
3.1.1 Language of
page
The language of foreign words/phrases has been set. [ Pass Fail
N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Foreign language words/passages
have been specified.
Use Word menu:
Select text. Review
> Language > Set
Proofing
Language…
3.1.2 Language of
Parts
Content is written clearly and concisely using language appropriate for your document’s
audience and purpose. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Content is written clearly and
concisely using language
appropriate for the document’s
audience and purpose. For general
public documents aim for a Flesch-
Kincaid Grade Level between 7 to 9.
Editorial review
plus
Use Word menu:
File > Options >
Proofing > Show
readability statistics
(runs at end of spell
checker)
SC 3.1.3 Unusual
Words,
SC 3.1.5 Reading
Level
Content does not reference other content by position, size or colour alone. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Content is not being described by its
visual characteristics (position, size
or colour) alone. If a visual
characteristic is used, then it is also
referenced by its label or emphasis.
This enables users with a visual
impairment, who cannot see its
visual characteristic, to still be able
to locate the content. For example:
the key concepts in the essay
question have been emphasised in red.
Editorial review SC 1.3.3 Sensory
Characteristics
Acronyms and abbreviations are explained on their first occurrence unless they are common
(e.g., DVD, etc.). [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Acronyms and abbreviations (except
those in common use, e.g. DVD) are
expanded when first used.
Editorial review SC 3.1.4
Abbreviations
Unusual words have been defined inline and/or described in a glossary appendix.
Pronunciation is also provided. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
If jargon, idioms (e.g. Fred kicked
the bucket) or slang has been used it
has been defined inline and/or
Editorial review SC 3.1.3 Unusual
Words
described in a glossary appendix.
Pass
Fail
N/A
Glossary of unusual words contains
English respelling to assist with
pronunciation (e.g. WCAG 2.0 [wuh-
cag two point zero]).
Editorial review SC 3.1.6
Pronunciation
Pass
Fail
N/A
If emoticons (e.g. fright: =8-0 ) or
Leetspeak (e.g. newbie = n00b) is
used it is described in a glossary
slide.
Editorial review SC 1.1.1 Non-text
Content
Document structure (headings and lists)Content is broken up with clear and meaningful headings and sub-headings that are nested
sequentially. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Clear and meaningful headings and
subheadings are used. Headings
accurately describe the content
below.
Editorial review SC 1.3.1 Info and
Relationships,
SC 2.4.6 Headings
and Labels,
SC 2.4.10 Section
Headings
Word’s heading styles have been applied to reflect the document structure. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Heading styles and structure are
used appropriately (e.g. ‘Heading 1’,
‘Heading 2’). Do not create
Visual check plus
Use Word menu:
SC 1.3.2 Meaningful
Sequence,
SC 1.3.3 Sensory
headings by enlarging the font or
using bold.
View > Navigation
Pane
Characteristics,
SC 1.4.1 Use of
Color,
SC 2.4.10 Section
Headings,
SC 3.2.4 Consistent
Identification
Word’s bullet and numbered list styles have been applied correctly. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Lists are styled as ‘List Bullet’ or
‘List Number’ and are nested
correctly (e.g. List Bullet, List Bullet
2, etc.).
Do not use tabs or manually insert
numbers, symbols or images for
visual effect.
Visual check
T2: Using standard
text formatting
conventions for lists
SC1.3.1 Info and
Relationships
Fonts and emphasised textThe body text is 11pt or 12pt Arial font. Use of different font faces/sizes is minimal and no
decorative/italicised/light fonts are used. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
11pt or 12pt Arial is used for the
body text.
Visual check
Pass No more than two font styles are Visual check
Fail
N/A
used. Avoid using too many font
faces and font sizes. One or two font
faces are sufficient for most
documents.
Pass
Fail
N/A
No decorative (e.g. Freestyle Script
or Mystical), or light (e.g. Courier
New) font styles are used.
Visual check
Bold (or UPPERCASE) emphasis is restricted to single words or short phrases.[ Pass Fail
N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Emphasis is used sparingly (e.g.
single words or short phrases).
Visual check
Pass
Fail
N/A
Emphasis is achieved through bold
formatting or UPPERCASE lettering.
Visual check
Pass
Fail
N/A
Uppercase lettering is used only for
single words or short phrases, not
entire sentences or paragraphs.
Visual check
Italics formatting is used only for citing references. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
Italic formatting is used only for
citing references
Visual check
N/A
Underlining is used only for hyperlinks not for emphasis. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Underlining is used only for
hyperlinks
Visual check
If landscape page orientation is used, no single line of text exceeds 80 characters. [ Pass Fail
N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Each line of text is 80 characters or
below.
Use Word menu:
Review > Proofing
> Word Count >
Characters (with
spaces) is 80 or
below.
SC 1.4.8 Visual
Presentation
Alignment and spacingAll headings and body text are left-aligned (no indent on the first line of paragraphs).
Document contains no fully justified text. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
All body text is left-aligned. Visual check SC 1.4.8 Visual
Presentation
Pass
Fail
N/A
All headings are left-aligned. Visual check SC 1.4.8 Visual
Presentation
Pass
Fail
N/A
Document does not contain any fully
justified text.
Visual check SC 1.4.8 Visual
Presentation
Pass
Fail
N/A
First lines in paragraphs are not
indented.
Visual check SC 1.4.8 Visual
Presentation
Default line spacing (1.5) and paragraph spacing (font x 2.25) has been used. [ Pass Fail
N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Line spacing is 1.5. Visual check SC 1.4.8 Visual
Presentation
Pass
Fail
N/A
Paragraph spacing is font x 2.25
(e.g. 11pt font x 2.25 = 25pt).
T1: Using standard text formatting
conventions for paragraphs
Visual check SC 1.4.8 Visual
Presentation
Pass
Fail
N/A
Paragraph spacing is achieved
through Word styles, not by adding
empty paragraphs.
Do not use blank paragraphs (by
Use Word menu:
Format > Reveal
Formatting
SC 1.4.8 Visual
Presentation
using the Enter or Return key) to
add extra spacing.
or
Click Show/Hide on
the standard toolbar
Colour and contrastThere is a high contrast (4.5:1 or more) between text and background colours and adequate
contrast between colours in charts, graphs and images. [ Pass Fail
N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
High contrast colours are used for
text and background. Black text on a
white background is recommended.
Print page in black
and white
Use Colour contrast
analyser (The
Paciello Group) to
ensure
foreground/backgrou
nd colours pass AA.
SC 1.4.3 Contrast
(Minimum)
Pass
Fail
N/A
High contrast colours are used for
tables, graphs or charts.
Print page in black
and white
SC 1.4.3 Contrast
(Minimum)
No background images or watermarks are used. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
No background images or
watermarks are used.
Visual check
Foreground/background text colour (or font) is not used alone to convey meaning.
Colour is used in combination with emphasis (e.g. bold). [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Meaning is conveyed by more than
just colour (e.g. by bold formatting,
text description, or shading/pattern).
Print page in black
and white
SC 1.3.1 Info and
Relationships,
SC 1.4.1 Use of Color
TablesTables have a simple layouts, no complex tables (e.g. nested tables or tables with multiple split
or merged cells) are used.
Result[ Pass Fail
N/A
]Result
Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Only simple tables are used:
No multiple heading levels
No merged or split cells
Consider using a series of lists
instead of a table.
Visual check SC 1.3.2 Meaningful
Sequence
Tables have been created with the Insert Table option, not with tabs formatting the text into a
table-like layout. Table size is specified using percentages rather than centimetres. [ Pass Fail
N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
Tables are formatted using
Word styles, not TABS or drawn
Use Word menu:
N/A lines. Home > Paragraph >
Show/Hide ¶ (Ctrl
Shift 8)
Pass
Fail
N/A
Table sizes are set as
percentages. Do not use Fixed
column width default option.
Use Word menu:
Table Tools > Layout
> Table > Properties
> Preferred width:
Measure in Percent
or
Table Tools > Layout
> Cell Size > AutoFit
> AutoFit Window
Table headers are short and descriptive. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Table headers are short and
descriptive.
Visual check
Table headers in the first row/column have been set as Header Row and First Column. They
appear at the top of each page if the table spans more than one page. Shading and colour
alone are not being used to communicate a header row/column. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Where headers are in the first
row/column it is set as a table
header
Use Word menu:
Table Tools > Design
> Table Style Options
> Header Row/First
SC 1.3.1 Info and
Relationships,
SC 1.4.1 Use of Color
Column
and
Table Tools > Layout
> Table > Properties
> Row > Repeat as
header row at the top
of each page
Tables have descriptive table captions that appear above the table. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Table captions provide a
descriptive overview of the table.
They have been inserted above
the table via Right-click > Insert
Caption…
Editorial review SC 1.3.1 Info and
Relationships
Table summary provides an overview of the table data/layout. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Table summary provides an
overview of the table data and
some basic instructions on how
to navigate the table.
For example the summary for a
bus schedule table might be:
“Intersections are listed in row 1.
Find the intersection closest to
your starting point or destination,
then read down that column to
Editorial review
Use Word menu:
Table Tools > Layout
> Table > Properties
> Alt Text >
Description
SC 1.3.1 Info and
Relationships
find out what time the bus
leaves that intersection. Service
begins at 4:00 AM and ends at
midnight.”
If a table has been used for layout the reading order is correct when read left to right, top to
bottom. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Y
N
NA
Reading order of layout tables
(left to right, top to bottom)
matches the visual reading
order.
Visual check SC 1.3.2 Meaningful
Sequence
ColumnsSingle column layout is used. [ Pass Fail N/A ]
Result
N/A
]Result
Design checkpoint Method WCAG2.0 Success Criterion
Y
N
NA
Single column layout is used.
Multi-column is only allowed
where absolutely necessary.
Visual check
Column formatting (not tables, tabs or text boxes) has been correctly used if multiple columns
are required. There are no more than two columns. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
A maximum of two columns is
used.
Visual check
Pass
Fail
N/A
Columns have been formatted
using Word styles, not tables,
tabs or text boxes.
Use Word menu:
Home > Paragraph >
Show/Hide ¶ (Ctrl
Shift 8)
Pass
Fail
N/A
Columns are separated by
adequate column spacing.
Visual check
Use Word menu:
Page Layout > Page
Setup > Columns >
More Columns… >
Spacing
Pass
Fail
N/A
Column text flows continuously. Visual check
Images and drawing objectsImages and drawn objects used add value to your document and are not images of text.
Clip art and animations have been avoided. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Images and drawn objects add
value to the content.
Editorial check
Pass Document does not contain any Visual check SC 1.4.5 Images of
Fail
N/A
images of text. The RMIT University
logo is an exception.
Text,
SC 1.4.9 Images of
Text (No Exception)
Drawn objects are grouped into a single image when appropriate.
Images are anchored to the text they relate to positioning them on the page [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Drawn objects are grouped into a
single image.
Visual check
Pass
Fail
N/A
Images and drawn objects are
wrapped ‘In Line with Text’. This
ensures that if the text moves, the
image will move with the text.
Visual check
Images have an equivalent text alternative and a caption using the caption style. [ Pass Fail
N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Images and drawn objects have an
equivalent text alternative.
Editorial check plus
Use Word menu:
Right-Click > Format
Shape… > Alt Text >
Description
SC 1.1.1 Non-text
Content
Pass
Fail
N/A
Images and drawn objects have an
appropriate caption.
Editorial check
Pass
Fail
N/A
Captions use Word’s caption style.
Caption appears above image.
Use Word menu:
Home > Styles >
Styles Dialog Box
Launcher (bottom
right)
Complex images (e.g. charts and drawings) have suitable text alternatives to describe the
information they communicate. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Key points from charts and
drawings have been described in
the body of the document.
Editorial review SC 1.1.1 Non-text
Content
Pass
Fail
N/A
Charts are not images but chart
objects where users can access the
underlying Excel data. This is
essential for visually impaired users
who cannot see the chart.
Use Word menu:
Chart Tools > Design
> Data > Edit Data
SC 1.1.1 Non-text
Content
Embedded images have been compressed to keep the file size small. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Images have been compressed
and cropped areas deleted.
Use Word menu:
Picture Tools >
Format > Adjust >
Compress Pictures >
Use document
resolution
ASCII art has been placed in a separate text box with an appropriate text alternative. [ Pass Fail
N/A ]
Result
Design checkpoint Method WCAG2.0 Success Criterion
Pas
s
Fail
N/A
ASCII art has been placed in a
separate text box with an appropriate
text alternative. This allows screen
reader users to understand what the
ASCII art picture is and skip the
picture.
Visual check plus
Use Word menu:
Right-Click > Format
Shape… > Alt Text >
Description
SC 1.1.1 Non-text
Content
Text boxesText boxes are not used. [ Pass Fail
N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
No text boxes are used. For
formatting effects around text or
images, use border formatting or
the caption style.
Visual check
FormsDocument is not a form. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
No forms are used.
Forms should be created in
HTML. Forms can be created in
Word only if they are for internal
use only or if they will be
converted to PDF. Do not
publish forms created in Word to
the public facing web sites.
Visual check
If a Word form must be created, it has descriptive form labels, provides input examples and
communicates the required fields. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Form field labels clearly and
accurately describe what needs
to be entered by the user.
Editorial checks 3.3.2 Labels or
Instructions
Pass
Fail
N/A
Where appropriate form fields
labels provide an example of the
format the user should use (e.g.
DD/MM/YYYY).
Editorial checks 3.3.2 Labels or
Instructions
Pass
Fail
N/A
Required fields are labelled with
a “*” and the following appears
before the form starts:
“Fields marked with * must be
completed.”
Visual check 3.3.2 Labels or
Instructions
LinksHyperlink menu (Ctrl k) has been used to create descriptive links (e.g. School of Applied
Communication) rather than click here or the URL. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
In body of document, link text uses
meaningful words, not URLs. URLs
can be used in references and
bibliographies.
Editorial checks SC 2.4.4 Link
Purpose (In Context),
2.4.9 Link Purpose
(Link Only)
Pass
Fail
N/A
Links to files other than web pages
identifies the format, size of the file
and number of pages/duration as
part of the link text.
Visual check SC 2.4.4 Link
Purpose (In Context),
2.4.9 Link Purpose
(Link Only)
Linking to documents on the webThe link to the document identifies the format, size and number of pages (e.g. International
Student Mid Year Orientation Program (DOC, 50 kb, 3 pages)). [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Link to document includes the
format, size and number of pages.
Editorial checks SC 3.2.1 On Focus
For long documents an option is provided to download the document in parts (e.g. by chapter or
by separating the main content from appendices). [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Provide an option for downloading
the document in parts (e.g. by
chapter or by separating the main
content from appendices).
Visual check
References and navigationFootnotes, not endnotes, have been used. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Footnotes are used rather than
endnotes.
Visual check
If the document is long it has a correctly generated table of contents. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Longer documents have a properly-
generated table of contents.
Visual check SC 2.4.5 Multiple Ways
MacrosDocument does not contain macros. [ Pass Fail N/A ]
Result Design checkpoint Method WCAG2.0 Success Criterion
Pass
Fail
N/A
Macros may create accessibility
problems depending on how they
are used. If a macro generates or
manipulates content after the
document has opened, it may be
necessary to provide an accessible
alternative for some users.
Visual check
References WebAIM: Microsoft Word
Microsoft:
Create accessible PDFs
Creating accessible Word documents
Rules used by the Accessibility Checker
Office.com: Word: Type or edit text in a different language
Wikipedia: Pronunciation respelling for English