Create Accessible Word Documents

Headings and Document Structure

Headings organize content and make it easier to navigate. For screen reader users, they enable quick movement between sections. Clear, descriptive headings also improve comprehension and reduce cognitive load by breaking content into manageable parts.

  • Apply heading styles (e.g., Heading 1, Heading 2) to reflect the hierarchy of your content, not just for visual formatting.
  • Start with a descriptive page title that summarizes the main purpose or topic.
  • Use properly formatted lists (ordered or unordered) to organize related items clearly and semantically.
  • Avoid skipping heading levels (e.g., going from Heading 1 directly to Heading 4).

Links

Links should be clear, descriptive, and easy to identify. Good link text tells users where the link leads or what action it performs—especially important for screen reader users who may navigate by link text alone.

  • Use descriptive link text that clearly explains the purpose or destination (e.g., Download the annual report rather than click here).
  • Avoid vague phrases like click here, read more, or learn more, which lack context and meaning.
  • Underline all links to make them visually identifiable.
  • Do not underline non-link text, as this can confuse users.
  • Watch: Create accessible links in Word

Color & Contrast

Sufficient contrast between text and background is essential for readability and accessibility in documents. It ensures users with low vision or color vision deficiencies can access your content effectively.

Contrast Requirements

  • Normal text (smaller than 18 pt or bold under 14 pt) must have a minimum contrast ratio of 4.5:1.
  • Large text (18 pt and up, or bold and at least 14 pt) must have at least a 3:1 contrast ratio.
  • Graphical elements—such as icons, charts, or custom shapes—must also meet a minimum 3:1 contrast ratio against their background.

Avoid Using Color Alone

Color should never be the only method used to convey information. Supplement color with:

  • Text labels
    • Example: Use “Overdue” next to a red dot rather than the dot alone.
  • Icons or symbols
    • Example: Add a warning icon to indicate alerts.
  • Patterns or textures
    • Example: Use stripes, crosshatching, or dots in charts to differentiate areas by more than color.

Additional Tips

Images & Alt Text

To make Word documents accessible, add alternative (alt) text to meaningful visuals like images, icons, and charts. Alt text allows screen reader users to understand the purpose of non-text content.

  • Decide whether an image is informative or decorative based on its role in the document.
  • Add alt text to images that convey important information.
  • Keep alt text concise, ideally under 125 characters.
  • Select the “Mark as decorative” checkbox in the Alt Text pane—this tells screen readers to skip purely decorative images.
  • Avoid using images that contain text.
  • Learn more: How to write effective alt text

Tables

Tables in Word should be structured simply and clearly to support accessibility—especially for screen reader users.

  • Avoid using tables for layout
    • Tables should only be used for presenting data—not for controlling page layout or positioning text.
  • Use a simple table structure
    • Avoid merging or splitting cells, and do not nest tables within each other.
  • Break up complex tables
    • If a table is too dense or has multiple layers of information, consider dividing it into separate, simpler tables.
  • Add a header row
    • Use Word’s built-in tools to designate a header row so screen readers can correctly identify column headings.
  • Watch: Create accessible tables in Word

Check for Accessibility

Before sharing or converting your document to PDF, use built-in tools and trusted resources to identify and fix accessibility issues.

Use Microsoft Office’s Accessibility Checker

  • Accessibility Assistant (formerly Accessibility Checker)
    • Use Microsoft Word’s built-in tool to scan your document for accessibility issues. It provides suggestions for fixing common problems like missing alt text, unclear link text, and table structure issues.
    • Find it under the “Review” tab > “Check Accessibility”

Ensure Color Contrast is Sufficient

Readable contrast between text and background is essential for users with visual impairments. Use the following tools to test your document’s color contrast:

Visit Check for Accessibility for more tools, guides, and checklists.

Additional Resources