Microsoft Word has many features and functions which make it particularly accessible with the latest screen reading and magnification software.
A major advantage of producing properly designed and styled documents within Word is that accessibility benefits apply to all users and not just those with sight problems. An added benefit is that it is simply more efficient to produce properly styled documents!
Word styles
One of the most important aspects of Word, which makes it very easy to produce well designed and accessible source files, is the styling feature.
For example, Word has a number of inbuilt heading styles which, when applied to a document, enable screen reader users to effectively navigate your documents. This is achieved by applying different styles to headings and subheadings depending on what level they are at within the document.
Keyboard Shortcuts
Another aspect of Word which makes it particularly accessible for keyboard users is shortcuts. Word keyboard shortcuts are available for virtually all menu functions as an alternative to using the mouse. In fact, learning a few keyboard shortcuts can seriously increase the speed at which you use Word for everyday tasks! Did you know that copy and paste can be achieved by pressing Control C to copy and Control V to paste?
What to avoid?
Whilst Word goes a long way towards enabling accessible documents to be produced there are nevertheless a few pitfalls to avoid.
Floating graphical elements
Floating graphics are a particular issue and these are generally not accessible. This includes images set to float behind or in front of text and also text boxes which also float outside of the main body of the text such as Word Art.
Images and graphics which are set to be In line with text can be made more accessible by either applying a descriptive caption or by providing some Alternative text from the Format picture menu.
Headers and footers
Headers and footers can be an issue if they contain important information as although they are accessible by screen reader software, the user needs to know that they are there. It can't be assumed that an access technology user will automatically look for headers and footers. Depending on the document it may be appropriate to include a line to say that information is contained in the header or footer or simply to ensure that important information is also repeated in the main body of the text.
Accessible Word
With a few exceptions most of the features within Word are accessible with the latest access technology. Properly designed and styled Word documents lend themselves readily to conversion to accessible formats such as synthetic audio, large print and braille.
Further information on other file formats is available on the pages for Excel spreadsheets, Powerpoint presentations, PDF documents and ODF documents.