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Create an Accessible Word Document

What is the Accessibility Checker?

The Accessibility Checker is a tool available in Microsoft products that highlights specific issues and how to fix them. The checker will identify:

  • Errors: Content that makes the document difficult or impossible to read and understand for people with disabilities.
  • Warnings: Content that in most (but not all) cases makes the document difficult to understand for people with disabilities.
  • Tips: Content that people with disabilities can understand but that could be presented in a different way to improve user experience.
  • Intelligent Services: This occurs when content is auto generated and requires a manual check. 

Note: Keeping the accessibility checker running will notify you of errors as your work. This will save you the time and effort of having to remediate your entire document for accessibility in the final stages of document creation. 

Turning on the Accessibility Checker

How to run the Accessibility Checker and keep it running while you work:

  1. Select the Review tab
  2. Click the Check Accessibility dropdown and select Check Accessibility
  3. Select the Keep accessibility checker running while I work checkbox 

Limitations of the Accessibility Checker

While the built in Accessibility Checker is helpful to ensure you avoid certain issues, it has limitations because it does not have an understanding of context and purpose. Always remember to do the following checks yourself:

  • Headings: ensure your headings are properly structured and have descriptive and unique names. See the Headings page for more information. 
  • Links: Link text should be descriptive. See the Links page for more information. 
  • Alt text: Review all text to ensure it is well written and succinct. 
  • Visuals: Ensure graphic elements, like tables and charts, have sufficient colour contrast. Use a colour contrast checker such as the Colour Contrast Analyzer or WebAIM's online Contrast Checker.
  • Grammar and Spelling: In addition to using the automated spell check tools, make sure to check your document for errors. 

Video: Using the Accessibility Checker in Word

Tutorial: Using the Accessibility Checker in MS Word

Practice

Go to your workbook and complete Step 1: Set-up the Accessibility Checker. 

Check your understanding

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