Word documents

A few simple steps to help make your Word documents more accessible.

It is not always possible to make all your Word documents accessible to all users so it is
important to remember that you should also provide a document tagline that offers to
provide the information in an alternative format upon request.
How to create a document tagline

Styles and headings

Use the styles and formatting toolbar in Word when structuring your document as this will
make it easier for disabled users to adapt the document to meet their needs and to navigate
around the document if using a screen reader.

Font size
It is best practice to type word documents in font size 14, and no smaller than font size 12, to
assist readers with visual impairments.
Remember that no one font size will suit everyone. However, it should be easy to provide the
document in an alternative font size upon request.

Font type
It is best to avoid the use of non sans-serif fonts, such as Times New Roman.
The more ornate the font, the fewer the number of individuals who will be able to read it.
'Word Art' is not compatible with some screen readers.
The recommended fonts are:

 Arial (not Arial Narrow)

 Verdana
 Calibri
 Universe
 Helvetica

Capitals, bold, underlining and italics

Avoid the use of Italics and underlining wherever possible.
Continuous text should not be in capitals, although a couple of words in capitals is
acceptable.
Wherever possible use bold to emphasise items or create headings as this is the most
accessible type of formatting.

Contrast and text colour

For the University it is usually best to use dark ink against a pale background as this is best for
users with specific learning differences such as dyslexia, although some users with visual
impairments may find a light font on a dark background easier.
It is important that there is sufficient contrast between the font colour and the background
colour. For example, black font on a cream or yellow background is a good contrast.
Backgrounds should always be plain and ideally an off white/pastel shade.
Some individuals may require printed documents on different coloured paper as this can
assist those with dyslexia and other specific learning differences.

Alignment
Use left alignment.
Do not use justified text as this makes the spaces between words uneven which can make it
difficult for some individuals to read. By aligning to the left you ensure the spaces between
words are equal.

Line spacing
Double or 1.5 spacing between lines can make a document more accessible.
One line space at least should always be left between paragraphs.
If you are creating a form; the larger you make the response areas the better, as this will make
the document more accessible to individuals with physical dexterity impairments.