Create an Accessible Word Document

Selecting accessible fonts is essential for document readability, particularly for users with low vision, dyslexia, or other print disabilities.

Characteristics of legible fonts:

• Sans-serif fonts (e.g., Arial, Calibri) are generally easier to read on screens.
• Use fonts sized at a minimum of 11 points.
• Choose fonts with good character spacing and distinguishable letters.

Font formatting tips:

• Use high contrast only when choosing a font colour.
• Never rely on colour alone to convey meaning.

To use High-contrast only font colours:

1. Click the Home tab.
2. Click the Font Colour dropdown.
3. Set the High-contrast only slider to On.

Using built-in paragraph and list formatting options in Word ensures document accessibility and improves formatting consistency. This is especially important if you are exporting to PDF.

General formatting guidelines:

• Always use the built-in List formatting tools:
  • Use bulleted lists when order is not important.
  • Use numbered lists when sequence matters.
• Use left-aligned text and avoid centred or fully justified text.
• Avoid Tables and Text Boxes purely for formatting.
• Avoid inserting multiple hard returns (pressing Enter repeatedly) to create spacing. Extra returns may be read aloud by screen readers, providing a poor user experience.

To view hidden formatting and paragraph marks:

1. Click the Home tab.
2. In the Paragraph group, select Show/hide Paragraph Marks (¶).

To adjust line spacing for the entire document:

1. Click the Design tab.
2. Click the Paragraph Spacing dropdown.
3. Select a Built-in spacing option or choose Custom Paragraph Spacing… for precise adjustments.

To adjust white space before or after specific paragraphs or headings:

1. Place your cursor within the target paragraph or heading.
2. Select the Layout tab.
3. Use the Spacing options (Before and After) to add or remove space.

To create a page break:

1. Put your cursor where you want your page to end.
2. Select Insert tab and select Page Break.

Go to your workbook and complete Step 3: Formatting.