Best practice

Document structure and headings

  • Use only one Heading 1 for the document title
  • Create hierarchical structure with Heading 2 for main sections, Heading 3 for subsections
  • Don't skip heading levels in the hierarchy
  • Use Word's built-in heading styles instead of manual formatting
  • Write descriptive, meaningful heading text that accurately describes content
  • Use the Navigation Pane to check document structure
  • Generate automatic table of contents from heading styles

Using Word styles and formatting

  • Always use built-in styles instead of manual formatting
  • Maintain consistent styling throughout the document
  • Use sufficient color contrast for text and backgrounds
  • Don't use color as the only way to convey information
  • Use at least 12-point font for body text
  • Choose clear, readable fonts like Calibri, Arial, or Verdana
  • Use proper list formatting with bullets or numbers instead of manual formatting
  • Apply document themes for consistent, professional appearance

Writing accessible content

  • Write in plain language using everyday words instead of jargon
  • Keep sentences clear and concise (typically 15-20 words)
  • Use active voice when possible
  • Break up long paragraphs into shorter ones
  • Define technical terms when first used
  • Use terms consistently throughout the document
  • Use inclusive and accessible language
  • Consider appropriate reading level for your audience
  • Start paragraphs with the main idea
  • Use descriptive, informative headings that help users navigate

Tables in Word documents

  • Use tables only for structured data with relationships, not for layout
  • Always include table headers for data tables
  • Designate header rows using Table Design > Header Row option
  • Use descriptive captions that explain the table's purpose
  • Keep table structure simple and regular
  • Avoid merged cells when possible
  • Use repeat header rows for long tables that span multiple pages
  • Ensure sufficient contrast between text and background in tables
  • Consider alternatives like simple lists for data without complex relationships

Images and alternative text

  • Add meaningful alternative text to all informative images
  • Keep alt text under 125 characters when possible
  • Be accurate and descriptive in alt text
  • Include relevant context and purpose in descriptions
  • Mark purely decorative images as decorative
  • Don't start alt text with "Image of" or "Picture of"
  • For complex images, provide detailed descriptions in document text
  • Use captions for images that need additional context
  • Place images near related text content
  • Avoid using images that contain text unless necessary
  • Use descriptive, meaningful link text that makes sense out of context
  • Avoid generic phrases like "click here" or "read more"
  • Keep link text concise but informative
  • Use cross-references for internal navigation to maintain accuracy
  • Indicate file types and sizes for downloads
  • Test all links before sharing documents
  • Maintain consistent link formatting throughout
  • Group related links in lists or sections
  • Don't underline non-link text
  • Use screen tips for additional context when helpful

Accessibility checker and review tools

  • Run the Accessibility Checker regularly during document creation
  • Address accessibility issues as they appear rather than fixing them all at the end
  • Keep the Accessibility Checker running while you work
  • Don't rely solely on automated tools - perform manual reviews
  • Test keyboard navigation through your document
  • Use the Navigation Pane to verify document structure
  • Test your documents with assistive technologies when possible
  • Review documents at different zoom levels
  • Verify accessibility is maintained when converting to other formats
  • Create accessibility review checklists for consistent checking

Document templates and best practices

  • Build accessibility features into templates from the start
  • Use clear, descriptive placeholder text that guides users
  • Include accessibility reminders and guidance in templates
  • Make accessible templates the default choice in your organization
  • Provide comprehensive training and support for template users
  • Establish clear accessibility policies and standards
  • Integrate accessibility into existing document workflows
  • Monitor and measure accessibility compliance over time
  • Regularly review and update templates based on feedback
  • Share best practices across the organization
  • Test templates with accessibility checker before distribution
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