When accessibility is built into the Word file from the start, it supports screen readers, keyboard navigation, text‑to‑speech tools, and also results in more accessible PDFs if the document needs to be exported later.
This guide outlines practical steps for creating accessible Word documents using built‑in tools and consistent structure.
Document Considerations #
Use Microsoft Word #
- Microsoft Word has more built-in accessibility features than other software currently on the market including Google Docs.
- All UMW students, faculty, and staff have access to Word on the web or as a desktop download via their UMW Microsoft 365 account.
- Word documents can be shared online and worked on collaboratively in the same way as Google Docs.
UMW Microsoft 365 Products (log in with UMW email)
Microsoft’s Guide on Collaboration in Word
Accessible Word Document Checklist #
Although this isn’t an exhaustive list of all accessibility considerations in a Word doc you should consider the following when creating a document:
- Use headings to create document structure
- Provide alternative text for images
- Use meaningful links
- Ensure adequate color contrast and don’t rely on color alone
- Use readable fonts
- Use lists for organization
- Use tables for data, not formatting
- Use paragraph spacing and page breaks
- Add a document title
- Use built-in accessibility checker to flag issues
- Share in an accessible format
Use headings to create document structure #
Headings define the structure of a document and how it can be navigated. Screen reader users rely on headings to move quickly between sections, much like using an outline or table of contents, rather than reading everything from start to finish.
Essential Concept: See the Headings guide for further explanation, best practices, and examples.
Additional Resource: Section508.gov’s Guide to Headings in Documents
HOW TO: Apply heading styles in word #
- Select the text you want to turn into a heading.
- Open the Styles panel
- Look for the Styles section on the Home tab in the Word toolbar.
- You will see options like Heading 1, Heading 2, Heading 3, and so on.
- Choose the appropriate heading level
- Apply the style by clicking it
Microsoft’s guide on adding a heading in a Word document
HOW TO: Adjusting the appearance of headings in word #
If you do not like how Word’s built‑in headings look, you can change their appearance without breaking accessibility.
- Open the Styles panel
- Right‑click the heading style you are using (for example, Heading 2).
- Select Modify.
- Adjust font, size, color, spacing, or alignment as needed.
- You can choose to save the style to just the document or change it for all future documents
- Click OK to save new style
- If you need to update headings that already exist you can right-click the style that you want to change, and then click “Update [Style Name] to Match Selection”.
Provide alternative text (alt text) for images #
Alt text is a short description of an image for someone who cannot see it. It explains what the image is showing or why it is included, so the reader still gets the same information. Alt text is different from a caption and should focus on the main point of the image, not every visual detail.
Essential Concept: See the Alt Text guide for further explanation, best practices, and examples.
Additional Resource:Section508.gov’s Guide to Alt Text in Documents
HOW TO: Add alt text in word #
- Right‑click the image.
- Select View Alt Text or Edit Alt Text.
- Enter a brief description of what the image communicates.
- If the image is decorative, mark it as decorative.
Do not rely on captions to provide alt text. Captions are visible text and do not replace alt text.
Microsoft’s guide on adding alternative text
Use meaningful links #
Use link text that clearly describes where the link goes or what it does, such as “Read the syllabus” instead of “Click here.” Avoid pasting full URLs into the document, since screen readers will read them character by character, which can be difficult to follow.
Essential Concept: See the Descriptive Links guide for further explanation, best practices, and examples.
Additional Resource:Section508.gov’s Guide to Descriptive Links
HOW TO: Create descriptive links in word #
- Select the text you want to turn into a link.
- Right‑click and choose Link.
- Paste the URL into the Address field.
- Edit the Text to display if needed so it describes the destination or action.
Ensure adequate color contrast and don’t rely on color alone #
Text should clearly stand out from the background so it is easy to read. Do not rely on color alone to convey meaning. If something is important, use additional cues such as bold text or italics along with color so the information is clear to everyone.
Essential Concept: See the Color & Contrast guide for further explanation, best practices, and examples.
Additional Resources:
Section508.gov’s Guide to Color Contrast
Section508.gov’s Guide to Using Color
HOW TO: Assess contrast in Word #
In Word the built-in Accessibility Checker is one way to know if the color contrast is sufficient. See the Use Built-In Accessibility Checker section below.
Use readable fonts #
Choose fonts that are easy to read and work well with assistive technologies.
- Use simple, familiar fonts such as Arial, Calibri, or Aptos.
- Avoid decorative, script, or novelty fonts, which can be difficult to read
- Use a font size that is large enough to read comfortably. For most documents, 11–12 point for body text is a good minimum.
Use lists for organization #
Use Word’s built‑in numbered or bulleted list tools instead of typing dashes, symbols, or numbers by hand. Built‑in lists are recognized properly by screen readers, while manually typed lists are read as plain text and can be confusing to navigate.
Essential Concept: See the List & Tables guide for further explanation, best practices, and examples.
HOW TO: Create lists in Word #
- Select the text you want to turn into a list.
- Use the Bulleted List or Numbered List buttons on the Home tab.
Avoid typing dashes, numbers, or symbols manually.
Additional Resource:Section508.gov’s Guide to Document Lists
Use tables only for data #
Tables should be used when you need to show relationships between data, such as comparisons or values that belong together. When used this way, tables can be clear and helpful. Keeping tables simple and adding clear headers makes the information easier for everyone to understand, including people using screen readers. If possible present the data another way, like paragraphs with headings.
Essential Concept: See the List & Tables guide for further explanation, best practices, and examples.
Additional Resource:Section508.gov’s Guide to Tables in Word
HOW TO: Create accessible tables in Word #
Create the table
- Place your cursor where you want the table.
- Go to the Insert tab > Table > Insert Table
- Keep tables simple. Avoid merged cells or nested tables when possible.
Set a header row
Word will often default to having the first row be the header row but you can ensure there is a header row by:
- Click anywhere inside the table
- Go to Table Design > Header Row
- Make sure the box is checked
- Make sure the header row in the table clearly labels what each column contains.
Add a table caption
Captions help all readers understand what the table is showing.
- Click anywhere inside the table.
- Go to References > Insert Caption.
- Choose Table as the label.
- Enter a short, descriptive caption explaining what the table contains.
- Select OK.
Add alt text to the table
It can be beneficial to provide an Alt text for a table as it can offer a brief summary of the data allowing screen reader users to understand the context without having to read every single cell. If this information isn’t captured in the caption this would be the place to put this information.
- Right‑click anywhere in the table.
- Select Table Properties.
- Open the Alt Text tab.
- Enter a brief description of what the table is showing.
- Select OK.
Use paragraph spacing and page breaks #
Use Word’s spacing tools to separate content instead of relying on blank lines. Using space, tab, or enter to get the right look for a document makes it less accessible.
- Use paragraph spacing (before or after paragraphs) to create visual separation between sections.
- Avoid pressing Enter multiple times to add space between paragraphs or pages.
- To start a new page, use a page or section break rather than inserting blank lines.
- Tip: Press Ctrl + Enter to insert a page break.
Add a document title #
Word documents should include a clear document title. Screen readers use the title to identify the document and help users understand what they are opening. To add a document title in Word:
- Select File in the top menu.
- Choose Info from the left‑hand sidebar.
- Look for the Title field near the top of the page.
- Enter a short, descriptive title for the document.
- This should match or closely reflect the main title of the document.
Use the built-in accessibility checker #
Microsoft Word includes a built‑in Accessibility Checker that can help identify common accessibility issues in your document, such as missing alt text, heading problems, or low color contrast. Running the checker before sharing a document is a good way to catch mistakes, but it works best when accessibility best practices are used throughout the document, not just at the end.
HOW TO: Run the Accessibility Checker #
Address issues where possible before sharing the document.
- Go to Review > Check Accessibility.
- Review errors and warnings.
Microsoft’s guide to using the Accessibility Checker
Share in an accessible format #
Whenever possible, share the Word document directly, since Word files are generally easier for screen readers to navigate and easier to revise if changes are needed. If a PDF is required, export it only after all accessibility work has been completed in the Word document, as PDFs are much harder to fix once they are created.
HOW TO: Export an Accessible PDF #
- Go to File > Save As
- Choose PDF.
- Ensure options for document structure and accessibility are enabled.
- Avoid using Print to PDF.