Newcastle University

Good Practice Guidelines - Microsoft Word Documents

Basics

• Use a minimum font size of 12 point
• Ensure good contrast between letters and the background
• Avoid underlining large volumes of text and the use of block capitals
• Use Word Styles to define headings
• Add meaningful descriptions to hyperlinks

Even Better

• Use clear language and keep it as straight forward as possible.
• Use concepts and terminology consistently
• Use bullets to set out lists
• Left align text
• Use clear fonts
• Emphasize text with bold rather than italics
• Use the table feature to make tables, not tabs or spaces
• Add page numbers
• Avoid/minimise the use of text boxes
• Provide captions for pictures

Superb

• Use symbols and pictures wherever possible to support text
• On picture hyperlinks define screen tips
• Define Alt-text for pictures
• Avoid placing text over images or patterned backgrounds
• Provide concise header rows for tables
• Avoid complex layouts if possible     
• Use Word’s column feature – not spaces or tabs  
• Describe the content of pictures and charts

Further Information

JISC TechDis "Writing Accessible Electronic Documents with Microsoft Word 2007"

JISC TechDis “Writing Accessible Electronic Documents with Microsoft Word 2003 ”