Word Templates and Page Layout

What it is

ESDC Accessible Word Templates are pre-designed document templates created by the IT Accessibility Office (ITAO) that include built-in accessibility features. These templates provide a strong foundation for creating Word documents that meet accessibility standards from the start.

An accessible Word template includes:

• Properly configured heading styles (Heading 1, Heading 2, etc.)
• Accessible color schemes with adequate contrast ratios
• Readable fonts and appropriate text formatting
• Pre-configured page layouts that support logical reading order
• Accessible table styles
• Document properties set up for accessibility

Page layout in accessible Word documents refers to how content is organized on the page, including margins, spacing, columns, and the overall visual structure. Proper page layout ensures content remains accessible and maintains logical reading order when converted to other formats or read by assistive technology.

Why it matters

Starting with an accessible template is crucial for several reasons:

• Saves time: Eliminates the need to manually configure accessibility settings for each new document
• Reduces errors: Built-in accessibility features help prevent common mistakes
• Ensures consistency: All documents created from the template follow the same accessible structure
• Supports compliance: Templates are designed to meet WCAG 2.1 Level AA requirements
• Maintains reading order: Proper page layout ensures content is read in the correct sequence by screen readers
• Facilitates conversion: Well-structured templates convert more reliably to accessible PDFs

How to do it

Using ESDC Accessible Word Templates

Finding the template

ESDC Accessible Word Templates are available through your organization's template library or from the IT Accessibility Office. Contact your IT department or the ITAO to obtain the template.

Creating a new document from the template

1. Open Microsoft Word
2. Select File > New
3. If the ESDC template is installed in your templates folder:
   • Click Personal to see your custom templates
   • Select the ESDC Accessible Word Template
4. If you have a template file:
   • Navigate to where you saved the .dotx template file
   • Double-click the template file to create a new document based on it
5. Begin adding your content using the pre-configured styles and layouts

Saving your document

1. Select File > Save As
2. Choose your save location
3. Enter a descriptive file name
4. Ensure the file type is set to Word Document (*.docx) (not template format)
5. Click Save

Best practices for page layout

Use single-column layouts

Single-column layouts are most accessible because they maintain a clear, linear reading order:

• Content flows naturally from top to bottom
• Screen readers can follow the logical sequence easily
• Reduces confusion for all users
• Works better on mobile devices and different screen sizes

Avoid text boxes and floating objects

Text boxes and floating objects disrupt reading order and can cause accessibility problems:

• Screen readers may skip text boxes entirely
• Content may be read out of sequence
• Floating objects can overlap with main content

Better alternatives:

• Use inline content that flows with the main text
• Use tables with proper headers for structured data
• Use built-in heading styles to organize content hierarchically

Set appropriate margins and spacing

• Margins: Use adequate margins (at least 1 inch / 2.54 cm) to prevent text from appearing cramped
• Line spacing: Use at least 1.5 line spacing for body text to improve readability
• Paragraph spacing: Add space between paragraphs (6-12 points) rather than using empty lines
• Indentation: Use first-line indentation or spacing, but not both

Use page breaks properly

• Use Insert > Page Break (or Ctrl+Enter) to start a new page
• Never use multiple empty lines or paragraph returns to create page breaks
• Proper page breaks ensure content stays organized when edited
• Page breaks maintain document structure when converting to PDF

Customizing the template

You can customize the ESDC template to match your department's branding while maintaining accessibility:

Modifying styles

1. Right-click on a style in the Styles group (Home tab)
2. Select Modify
3. Adjust formatting options:
   • Font family (use sans-serif fonts like Arial, Calibri, or Verdana)
   • Font size (minimum 11-12pt for body text)
   • Color (ensure adequate contrast with background)
   • Spacing and indentation
4. Check "Update automatically" to apply changes throughout the document
5. Click OK

Important considerations when customizing

• Maintain contrast: Ensure text color has at least 4.5:1 contrast ratio with background (7:1 for small text)
• Keep fonts readable: Avoid decorative or script fonts
• Preserve heading hierarchy: Don't change heading levels or skip levels
• Test accessibility: Use the Accessibility Checker after making changes