Microsoft Word Checklist

General best practices

• Text
  • Font size should be readable.
  • Font should be clear and easy to read.
  • Font colors should have clear contrast from backgrounds.
  • Font color along shouldn't be the only way to convey meaning.
  • Use the built-in list formatting for bullets and numbering (ordered).
  • Reading order is logical (left to right, top to bottom).

• Headings
  • Use the application styles to create headings based on outline level (not visual style).
  • Don't skip heading levels.
  • Headings are used consistently and follow a logical structure (Heading 1 then Heading 2 then Heading 3).

• Images, charts, and graphs
  • Images of text are not accessible (legacy images and screenshots with text should be have the text included in alternative (alt) text).
  • Alternative text should describe the content and context of the image, including emotions of people pictured, and end with a period.
  • Alt text for charts and screenshots should include the meaning conveyed in the image.
  • Very complex images can include a figure caption to describe in more detail.
• Hyperlinks (links)
  • Links should describe the content they are opening (avoid more than 7-10 words).
  • Do not use "click here" or raw URLs (https:/www.example.com).
  • Use of color, bolding, italics, or ALL CAPS to convey meaning.
  • How lists are created (bullets/numbered lists vs. hyphens or manual spacing).
• Tables
  • Tables should have formatted table headers and a simple layout.
  • Should be used for structured data not layout.
  • Repeating data preferred to merging cells.
  • Color contrast should be clear between any shaded cells and their text.
• Color contrast
• Bold text, italics, size variations, shapes, or icons are used as visual cues (not just color).
• Colors are selected that have sufficient contrast when placed together (e.g., text, background).
• Review UTMB branding color combination suggestions, they have considered contrast.
• Use a color contrast checker and aim for WCAG 2.1 AAA when possible.

• Remediate older documents when updating.
• Document has a clear, descriptive title, including page, file, and properties/metadata.
• Keep in Word format rather than Portable Document Format (PDF) unless required.