What is Document Accessibility and why it matters?

The Microsoft Word application is the most commonly used word processing tool in the market, with the .docx format being widely accepted for text documents. Moreover, it is frequently utilized to produce PDF and HTML files for websites. With every version of Office, there are numerous techniques to enhance the accessibility of Word Documents, making them more convenient for individuals with disabilities. To make a WORD document accessible, here are some tips and real-life examples:

Use appropriate headings: Use heading styles to structure your document. This helps users who rely on screen readers to navigate through the document. For example, if you have a document with different sections such as "Introduction", "Methodology", and "Results", use the "Heading 1" style for "Introduction", "Heading 2" for "Methodology", and "Heading 3" for "Results". This makes it easier for users to find the information they need.

Alternative text for images: Provide alternative text for all images. This helps users who are visually impaired to understand the content of the image. For example, if you have a chart showing sales data, provide alternative text such as "Sales data for the first quarter of 2023".

Use accessible fonts: Use fonts that are easy to read and legible. Sans-serif fonts like Arial, Calibri, or Verdana are good options. Avoid using decorative fonts or fonts that are too small.

Use color contrast: Use high color contrast between text and background. This helps users with low vision or color blindness to read the document. For example, use black text on a white background or white text on a black background.

Use meaningful hyperlinks: Use hyperlinks that describe the content they link to. This helps users understand where the hyperlink will take them. For example, instead of using "click here", use "download the document".

Real-life examples of accessible WORD documents can include:

• A report on a project that uses headings, alternative text for images, and high color contrast to make the document easy to read and understand by everyone.
• A user manual for a software application that uses accessible fonts, headings, and meaningful hyperlinks to help users navigate through the manual.
• An academic paper that uses headings, alternative text for images, and accessible fonts to make the paper accessible to a wider range of readers, including those with visual impairments.

Consequences of producing inaccessible documents ? Creating inaccessible documents can result in legal issues for an organization in a number of ways. Here are some practical and realistic examples:

Discrimination: Creating inaccessible documents can be considered discrimination against people with disabilities. In some countries, this may be a violation of anti-discrimination laws. For example, in the United States, the Americans with Disabilities Act (ADA) prohibits discrimination on the basis of disability in employment, public accommodations, and other areas. Failure to make documents accessible can be seen as a form of discrimination.

Failure to comply with accessibility standards: Many countries have accessibility standards that businesses are required to comply with. Failure to comply with these standards can result in legal action. For example, in the European Union, the Web Accessibility Directive requires public sector bodies to make their websites and mobile applications accessible. Failure to comply with the directive can result in legal action.

Violation of contracts: In some cases, creating inaccessible documents may be a violation of contracts or agreements. For example, if a company agrees to provide accessible documents to a customer or partner, failure to do so can be seen as a breach of contract.

Fines and penalties: In some countries, businesses that fail to make their documents accessible may be subject to fines and penalties. For example, in the United States, businesses that receive federal funding are required to comply with Section 508 of the Rehabilitation Act. Failure to comply can result in fines or loss of funding.

Inability to defend legal claims: Inaccessible documents may make it difficult for organizations to defend against legal claims. For example, if a company is sued for discrimination on the basis of disability, inaccessible documents may be used as evidence of the company's failure to accommodate people with disabilities.

Overall, creating inaccessible documents can result in a range of legal issues for organizations, including discrimination, failure to comply with accessibility standards, violation of contracts, fines and penalties, and difficulty defending legal claims.