Accessibility Best Practices For Word Documents

Do...

Proper language Markup.

Don't...

• Do not place English and French side-by-side using columns or tables.
• Do not mix one paragraph English and one paragraph French.

Do...

• “Le français suit l’anglais”; or
• The English follows the French.

Don't...

• Avoid “Click here for French”; or
• Avoid “Cliquez ici pour le français”.

Do...

• Use plain language (TermiumPlus - Plain Language);
• Know your audience (A way with words);
• Choose straightforward vocabulary and simple structures; and
• Divide your text into main points and secondary points.

Don't...

• Do not confuse with oversimplified or condescending style;
• Avoid passive voice; and
• Do not write sentences of more than 20 words.

Do...

• Spell out the first time in usage; and
• Write them in uppercase.

Don't...

Do not add a period or an apostrophe to acronyms.

Do...

• Format your text using built-in heading styles;
• Use proper heading order (1-2-3); and
• Modify the style appearance to better fit your needs;

Don't...

• Avoid italic text;
• Avoid bold and underline of text as it simulates a hyperlink; and
• Avoid identical headings.

Do...

• Keep the background white; and
• Add “DRAFT” word to title page.

Don't...

• Avoid shading or images for background; and
• Avoid Watermark images.

Do...

• Use 12 points font size minimal for text;
• Use sufficient contrast between text and background (ratio 4.5:1);
• Choose Sans serif fonts, such as Arial, Helvetica or Verdana;
• Modify paragraph style to add space; and
• Use styles to structure the text (Titles, Headings, bulleted lists and paragraph).

Don't...

• Avoid using Full Justification;
• Avoid hyphenated text;
• Avoid runs of blank spaces, Tabs, or returns for formatting;
• Avoid using table for formatting;
• Avoid large amounts of text in bold, italics, underlined or all caps; and
• Avoid animated text.

Do...

• Use simple layout structure;
• Define header row for tables;
• Identify tables with a number for referral; and
• Add alternative text to the table.

Don't...

• Avoid merging and splitting cells;
• Avoid repeating text contained in the table in the Alternate-text fields;
• Avoid blank cell/row/column for formatting; and
• Avoid nested tables.

Do...

• Use sufficient contrast between text and background. Contrast ratio of at least 4.5:1 for regular sized text (12 or 14 pt. font) and 3:1 for large text (18 pt. font).; and
• Use pattern with colour for charts;

Don't...

Do not convey information by colour alone.

Do...

• Alternative text defines content and function;
• Label images with a figure number and refer to them by their number;
• Position all object “in line with text”;
• Add description of InfoGraphic in a separate document (or an annex); and
• Add data table for complex images such as charts.

Don't...

• Avoid repeating information from the document in the image Alternate Text (alt-text);
• Avoid alt-Text longer than 2 sentences;
• Do not rely solely on charts to convey information;
• Avoid referring to images by their appearances;
• Avoid using “image of”, “graphic of” in the Alt-Text; and
• Avoid using images of text.

Do...

• Add closed captioning;
• Add video description; and
• Add text transcription.

Don't...

Avoid long video to prevent pause/stop due to buffering.

Do...

• Provide a descriptive text to hyperlinks (to where it leads); and
• Hyperlink text has to be clear “out of context”.

Don't...

Avoid hyperlink text such as “click here” and “link to”.