Title: Provide a clear and descriptive title for your document by editing the standard properties of your document.  

Author: Include the name of the document’s author or organization. 

Subject: Add a brief, descriptive summary line to help with categorizing and searching documents. 

Keywords: List relevant keywords that describe the document’s content to improve searchability. 

File name: Use a lowercase filename that does not contain spaces or special characters, and does not start or end with a space, period, hyphen, or underline (use a hyphen instead). 

File name length: Use a filename that is 31 characters or less in length. 

Document language: Specify the primary language of the document to ensure correct pronunciation and interpretation by screen readers. 

Language use: Use plain language that is clear and easy to understand. For example, instead of "utilize," use "use." 

Active voice: Use active voice vs. passive voice to make sentences more direct and easier to understand. For example, "The team completed the project" instead of "The project was completed by the team." 

Capital letters: Avoid using all capital letters. For example, use "Important Notice" instead of "IMPORTANT NOTICE." 

Consistent terminology: Use consistent terminology, abbreviations, and capitalization rules throughout your document. 

Abbreviations and acronyms: Spell out abbreviations and acronyms on first use, followed by the abbreviation in parentheses. For example, “World Health Organization (WHO).” 

Jargon: Avoid using jargon or technical terms without explaining them. For example, instead of saying, "The campaign leverages omnichannel strategies," say, "The campaign reaches customers through multiple platforms, like email, social media, and ads." 

Numbers: Write out numbers one through nine and use numerals for 10 and above. For example, "three participants" and "15 students." 

Headings and styles: Use built-in headings and styles in Word to organize lengthy content. 

Lists and columns: Use lists and columns to create a clear hierarchical structure. To make lists accessible in Word, use numbered lists for sequential items and bulleted lists for non-sequential items.  To add and adjust columns, use the Columns dialog box. 

Descriptive hyperlinks: Use descriptive text for links to indicate the link's destination or purpose. For example, avoid using generic phrases like "click here" or "read more," and instead use meaningful text like " Explore course resources.” Create and edit link text in Word using the Link option on the Insert tab. 

Alt text: Add meaningful and contextualized alternative text to all images, charts, and other graphics included in your document. Remember to mark all non-relevant images and graphics as decorative. Learn how to add alt text in Word from Microsoft Support. 

Tables: Use tables in Word for data only, not for layout. Present data in paragraphs with headers whenever possible. 

Table structure: Use simple structures and avoid merged or split cells. 

Table headers: Add table column and/or row headers when using tables in Word. 

Table captions: Create a table caption that provides a brief description of the table’s purpose and contents. While the international Web Content Accessibility Guidelines (WCAG) do not require table captions, they are considered best practice. 

Table of contents: Include a table of contents for longer documents. 

File type: Stick to Word or Google documents and refrain from PDFs. Learn how to make your Word document read only or stop, limit, or change sharing for your Google document if security is a concern. 

Font and typeface: Use readable sans-serif typefaces and fonts. 

Font size: Adjust the font size in Word as needed to ensure readability. Use at least 11 points for body text (14 or 16 points recommended). 

Paragraph spacing: Adjust space between sentences and paragraphs instead of using a blank return. 

White space: Allow for breathing room or empty space, when possible, to avoid visually crowded information. 

Color: Do not use color as the only way to convey information. 

Color contrast: Use high-contrast color schemes. Check your contrast with WebAim’s Contrast Checker. 

Watermarks: Refrain from using watermarks as they impact readability and create low contrast issues. 

Time format: Use the 12-hour clock format with AM and PM or the 24-hour clock format consistently. 

Time AM/PM: Capitalize AM and PM without punctuation. When all the times listed are the same, do not repeat the use of AM and PM. Only use AM or PM once after the last time listed. For example, “The party is from 2:00 until 5:00 PM.” 

Date format: Use a clear and consistent date format, such as "month day, year" or "day month year." For example, "January 15, 2024" or "15 January 2024." Avoid formats like "01/15/2024" that can be confusing due to different regional formats. 

Time and date symbols: Use "to" or "through" or "and" or "until" instead of dashes, as screen readers do not read dashes. For example, “The party is from 2:00 until 5:00 PM.” 

Names of days and months: Write out days of the week and the names of months fully, as screen readers are unpredictable as to whether they read abbreviations correctly. For example, “The party is Thursday, July 4, 2024, from 2:00 until 5:00 PM” 

Accessibility Checker: Check accessibility while you work in Word. 

Text to speech: Test accessibility with Immersive Reader in Word.