In the Accessible Documents Online training, you can learn what accessibility is, how to create accessible Word, Powerpoint and Excel files, and how to use images and graphs in an accessible way. The trainers are Celia's accessibility experts Kirsi Ylänne and Miia Kirsi. The instructions apply to Microsoft 365 software and the latest versions of Office programs.
eOppiva: Accessible documents online
Create an accessible Word and PDF document
Design a clear structure for the document. What country email list other structures are there in the document?
Use Word styles to mark up structures and layout. What things should you list?
Name the headings descriptively. Which are the main headings and which are the subheadings?
Use heading levels in the correct order and name the headings descriptively.
Provide alternative text for images. This is not the same as captions.
Use tables to present information. Create tables using Word's Insert Table command. What information is best presented in a table?
Check that the document's language is set to its primary language.
In the file properties, give the document a title and name the file.
Check your document for accessibility with the Accessibility Checker. Use this feature when your document is almost finished and you want to check its accessibility. Go to the Review tab and select the Check Accessibility feature.
To create a PDF file: Select the Export function and the PDF / XPS button. Note that if the file has accessibility issues, Word will prompt you to review accessibility. Check the Document structure tags for accessibility and Document properties boxes.
Convert the document to archival PDF/A format .
An accessible Word file can be converted to an accessible PDF file. Complex PDF files almost always require additional processing with other programs. Accessibility can be further modified in, for example, Adobe's Acrobat Pro/DC program , which is the most common program used to edit PDF files.