How to Create Accessible Microsoft Word Documents

This guide provides step-by-step instructions and best practices for creating Microsoft Word documents that are accessible to all users, including those using assistive technologies.

This guide will help you create or update Word documents that follow accessibility requirements.

If you are unsure what settings or information are required, review the Creating Accessibile Digital Content article for detailed explanations and best practices. 

Microsoft Word Accessibility Quick Checklist

• Section titles use heading styles for document structure  
• Lists use unordered bullets or ordered numbering tools
• Tables are used only for data and include a header row and clear label.
• Images and graphics have alt text or are marked decorative
• Links use descriptive text
• Text uses high contrast colors
• The Accessibility Checker passes the document

Note: This article uses screenshots to demonstrate instructions. There may be occasional differences in the menu options between software versions and/or Windows and Mac versions.

Create Accessible Word Documents 

Apply Heading Styles

Use Word’s built-in heading styles for section titles to make your documents easier to navigate.

1. Select the heading text.
2. Select Home to show the tools and formatting, if necessary.
3. In Styles, select Normal, Heading 1, Heading 2, or the appropriate heading or normal text level.
   
   

Use Built-in Formatting for Document Structure

Use Word’s formatting tools instead of manually setting font size, spacing, or typed symbols.

• Use Heading 1 for the page title. There should only be one Heading 1 per page.
• Use Heading 2, Heading 3, etc. for subsections.
• Use Normal for body text.
• Use paragraph spacing settings instead of pressing Enter multiple times.
• Do not use tabs or spaces to align content.
• Do not create headings by only changing font size, bolding text, or changing color.

Formatting Lists

The type of list you use is important for accessible technologies, such as screen readers, and how users may skim or skip through the information in the list. 

Use unordered bullet lists when the content is related, but the order isn't strictly important.

Example: 

• Lists
• Categories
• Related information

Use numbered lists when the order is sequential, such as for instructions and tutorials.  

Example:

1. Open the document
2. Use the numbered list icon
3. Create the instructions

Create Accessible Tables

Use tables only when presenting data, not for design or layout. Keep the table layout simple, avoiding merged cells, split cells, and empty rows or columns.

Create Table Title and Description

1. Insert a table.
2. Right-click anywhere in the table.
3. Open the table properties settings.
   
   

4. Select the Alt Text tab and create a Title and Description.
   
   

Create Header Row and First Column

1. While editing the table, click the Table Design option on the ribbon.
   
   
    
2. Select the options for Header Row and First Column.
   
   

Add Alt Text to Images and Objects

Add alt text to images, charts, shapes, SmartArt, and other visual content.

1. Select the image or object.
2. Right-click the item.
3. Select View Alt Text or Edit Alt Text.
   
   

4.  Enter a short description in the Alt Text pane. If an image is for decoration only, and does not add meaning, click the Mark as decorative option.
   
   

5.  Close the pane when finished.

Use Descriptive Link Text

Make hyperlink text clear and specific. Use text that describes the destination, such as "Download the annual report." Avoid vague text like "Click here."

1. Select the text you want to link.
2. Right-click and select Link (Windows) or Hyperlink (Mac) to add the URL for the link.
   
   
   
   
    

Font and Color Settings

• Use readable text and clear contrast.
• Choose a clear, readable font and avoid overly decorative fonts.
• Use a readable font size.
• Make sure text stands out from the background.
• Do not use color alone to show meaning.

Use the Accessibility Checker

Review the document for accessibility issues before sharing it.

1. Go to Review in the ribbon and select Check Accessibility. 
   
   

2. Review the issues in the results pane. A blue check indicates the document has passed the review.
   
   
    
3. Select each issue to view the recommended fix.
4. Update the document as needed and run the checker again if necessary.