AM: Word Processing Files or Slide Shows

To create an accessible file in a word processor, follow these steps to create the file and then run and resolve any problems with the accessibility checker.

1. When creating a document with multiple sections, use the styles to identify sections.
2. Use the built-in tools for lists
3. Include alt-text for images
4. Avoid images of text
5. Ensure color contrast exceeds 4.5:1
6. Create meaningful hyperlink labels
7. Insert tables only when they are needed
8. Explain visualizations in text
9. Insert page breaks rather than multiple "enter" keys
10. Run the accessibility checker 
11. Save the file as a PDF before uploading it to Moodle

1, Using Styles

In Microsoft Word, users can select text, then open the "Home" tab to find the "Styles" group. Clicking the style will apply it to the selected text.

Some of the styles do not meet the color contrast requirements for text. To update the style:

1. Enter some text and apply the style to it.
2. Use the font formatting tools to adjust the colors, size, and other characteristics to meet your needs.
3.  Right click (or ctrl-click on a Mac) on the style item in the group, then click "Update [style] to Match Selection."

In Google Docs, use the style drop-down menu in the toolbar.

2. List Styles

When using bulleted lists or numbered lists, select those styles using the tools from the toolbar; in Microsoft Word, make sure to click the Home tab.

3. Use alt-text

Alt-text is a verbal description of the image that is read when a screen reader finds it in the text. This should describe the image in detail, but not too much. Typically, we restrict alt-text to less than 150 characters and we avoid the words like "image of" in the alt-text.

4. Avoid Images of Text

A key to accessible documents is the ability for screen readers to convert words into speech. If are communicating text is images, then screen readers do not work. For these reasons, avoid communicating content in WordArt and by taking images of text. This includes scanning articles and documents. There are some AI tools that convert images to text, but these are not reliable enough for use as of 2025.

5. Ensure Color Contrast Exceeds 4.5:1

We recommend identifying a few colors that you know have sufficient for color contrast and using only those when formatting text in word processing documents. Add steps for creating an ADA compliant color pallet.

6. Create Meaningful Hyperlinks

When adding hyperlinks to documents, include meaningful text rather than web addresses.

Avoid using tables to place information on the screen. Use them only for data that should be in a table and be sure their is a header row with labels. Also avoid merging for splitting cells when you do use tables.

8. Explain Visualizations

When including visualizations, including graphs, they should be completely explained in the text.

9. Avoid Using Space or Enters

When formatting text on the page, for example centering or indenting text or moving a paragraph to a different page, use the paragraph tools or insert page breaks. 

Microsoft Suite and Google Workspaces both have accessibility checkers. Before posting a file, make sure to resolve any problems it identifies.

11. Export as a PDF

To ensure as read aloud capability for as many users as possible, export the file as a PDF, then upload.