Microsoft Word

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• ___ File Format: Save the document with the .docx file format.
• ___ Document Language: Set the primary language in the source document.
• ___ Descriptive Title: A Microsoft Word file needs a descriptive title. This is different from the file name.
• ___ Metadata: Include author, subject and keywords.
• ___ Footnotes and Endnotes: Need to be created using the insertion tool on the References tab.
• ___ Microsoft Word Direct Formatting: Is not accessible to any assistive technology such as screen readers. Can’t be used to create a Table of Contents or create navigation to different sections in a document.
• ___ Styles Pane Formatting: Provides structure and makes documents accessible. Can be used to create and update a Table of Contents, or set up quicker navigation to different sections in a document. Retains document structure when exporting to a PDF. Accessible to any assistive technology like screen readers.

• ___ Reading Order: Menu navigation and reading order is logical and can be navigated with a keyboard.
• ___ Structure: Provide document structure with semantic headings, paragraphs, lists and data tables.
• ___ Headings: Ensure headings are descriptive and concise. Use built-in heading styles (Heading 1, Heading 2, etc.) to structure the document. Organize headings in a logical order; avoid skipping levels (e.g., from 1 to 3). A Table of Contents based on heading structure needs to be included in long documents.
• ___ Links: Hyperlinks use meaningful descriptive link text that clearly indicates the destination of the link. Avoid generic phrases click here or learn more. Ensure hyperlinks are visually distinct from surrounding text (e.g., underlined and in a different color).
• ___ Columns: If text columns are included, they need to be created using the Column insertion tool. Avoid using tabs or spaces to create columns so assistive technology users can interpret information in the intended reading order.
• ___ Tables: Use tables only for data, not layout. Create data tables using Microsoft Word’s built-in features. Column and row scope should be designated to associate header cells with data cells. Ensure tables have clear header rows. Avoid merged or split cells. If a table spans multiple pages, repeat header rows. Text wrapping should be set to None to anchor the table.
• ___ Forms: Ensure that form fields have clear labels, descriptive tooltips, error messages, descriptive instructions and follow a logical tab order. Automated, interactive, fillable Microsoft Word form fields are not accessible.
• ___ Lists: Make content easier to read by providing visual structure and highlighting key points using lists. Using Microsoft Word’s built-in list options applies the formatting that assistive technology users need to easily identify and navigate lists. 

• ___ Text Boxes: Need to be avoided because assistive technology can’t interact with them.
• ___ Font and Font Size: Use a clear, simple font like Arial, Calibri, Times New Roman; with body text font size of 12 points or larger. Avoid using ALL CAPS, italics, or underlining for large blocks of text.
• ___ Line Spacing: Use adequate line spacing (e.g., 1.15 or 1.5).
• ___ Paragraph Spacing: Use to separate paragraphs; avoid using multiple spaces or tabs for indentation.
• ___ Color: Do not rely on color alone to convey important information.
• ___ Color Contrast: Use a color contrast analyzer tool to ensure WCAG 2.1 Level AA sufficient contrast:
  • ___ For text: 4.5:1 for normal text, 3:1 for large text.
  • ___ For links: 4.5:1 contrast between the link text color and the background; 3:1 contrast between the link text color and the surrounding non-link text color.

• ___ Images: Provide clear and concise descriptive alternative text ("alt text") for all meaningful images (125 characters or less).Provide long descriptions for complex images. None for decorative images. Nest images in line with the text.
• ___ Charts and Graphs: Need to be positioned inline with the text. Must have alt text and a text long description.
• ___ Math and Equations: Avoid using the Microsoft Word built-in equation editor. Provide text descriptions to make math equations more accessible.
• ___ Audio-only files: Should have closed captions and transcript.
• ___ Video with audio files: Should have closed captions, transcript, and audio descriptions if needed.

• ___ Accessibility Checker: Use Word's built-in Accessibility Checker (Review > Check Accessibility) to identify and fix accessibility issues.
• ___ Manual Testing: After using this checklist to update the Microsoft Word file, I have done manual testing for keyboard navigation, and with a screen reader (if I have been trained to use NVDA for PC, or VoiceOver for Mac).
• ___ YuJa Panorama: Once the file has been uploaded to your D2L course, you can also work within Panorama to remediate the file for accessibility or create an alternative version in another format.