To create accessible Word documents, build
accessibility in as you work. Word’s
built-in Accessibility Checker can help
identify common issues, but you should
also review the document yourself.
- Use Word’s built-in heading styles to
organise the document clearly
- Use real bulleted and numbered lists
instead of typing bullets or numbers
manually
- Add useful alt text to meaningful
images, and mark decorative images as
decorative where Word allows
- Use descriptive link text
- Use tables only for data, identify
header rows and keep table structures
simple
- Use enough colour contrast and do not
rely on colour alone to communicate
meaning
- Set the document language correctly
and use a clear document title and
file name
- Use Word’s built-in styles and layout
tools instead of repeated spaces, tabs
or text boxes to position content
where possible
Check accessibility in Word
Run the Accessibility Checker while you
work and again before sharing the
document. Review the issues it identifies
and follow Word’s guidance.
The checker will not find every
accessibility problem, so also carry out
some manual checks:
- Use the Navigation Pane or heading
outline to check that the document
structure makes sense
- Check the reading order, especially if
you have used text boxes, floating
images or complex layouts
- Review images to make sure their alt
text communicates the important
information or purpose
- Check that tables have appropriate
headers and are easy to follow
- Zoom in to make sure the document
remains easy to read and navigate when
enlarged
- If you create a PDF from the Word
document, check the PDF separately instead of assuming accessibility
will be preserved during
conversion
Sources and further guidance: Microsoft
- Make Word documents accessible | Microsoft
Accessibility Checker