How to create accessible Word documents

Accessible Microsoft Word Docs are easier to read for all your users. Follow the steps below to learn how to create an accessible document. See accessibility tips directly within a Word Doc.

Preliminary considerations for Word document accessibility

Before creating a Microsoft Word document to convey information, review these preliminary considerations for accessibility:

  • Does it need to be a Word document? Or is this document better served as a website page, a PDF, or some other medium?
    • Web browsers and phones can open PDFs in the browser natively, but these devices may not be able to open a Microsoft Word document.
    • Microsoft Word files cannot be updated easily; they must be redistributed—whether by uploading them to the website or emailing them to users—and this creates a version control problem where old document versions may exist in search results, email inboxes, or on devices.
    • Word documents are also not easily fillable and often require printing, filling out on paper, scanning, and then emailing. A fillable PDF or website form could drastically simplify this process.
  • The “Clean Start” Rule: If you are copying text from a website or another document, always use “Paste as Plain Text” (or Ctrl + Shift + V). This prevents “ghost” code or messy formatting from interfering with screen readers.
  • The “Meaningful File Name” Rule: Before uploading, ensure the file name itself is accessible. Avoid Syllabus_FINAL_v2_updated.docx. Use a clean, descriptive name like BIOL-1301-Syllabus-Spring-2026.docx. Assistive technology reads the file name as the first piece of information.
  • Avoid “Floating” Objects: Word allows you to place images “Behind Text” or “In Front of Text.” Never do this. These objects are “floating” and are often invisible to screen readers. Always keep images “In Line with Text.”
  • Never use “Print to PDF”: This “flattens” the document and deletes all the headings, alt text, and table data you just worked on. Always use “Save As > PDF” or “Export > Create PDF/XPS” and ensure the “Document structure tags for accessibility” option is checked.

In addition to the Basic Content Accessibility Guidelines, keep reading for specific guidelines for this document type.

Word document accessibility guidelines

Guidelines for Microsoft Word documents reflect general content guidelines, but the instructions for applying these recommendations are unique.

In this page:

  1. Use the Accessibility Checker
  2. Add File Metadata
  3. Add a Heading Structure
  4. Format Text for Legibility
  5. Break Content into Lists
  6. Write Descriptive Links
  7. Add Alt Text to Images
  8. Use High Color Contrast
  9. Avoid Using Color Alone to Convey Meaning
  10. Accessible Tables
  11. Column Formatting
  12. Avoid “White Space” for Formatting
  13. Check the “Reading Order” for Decorative Elements

1. Use the Accessibility Checker

Use the built-in Microsoft Accessibility Checker to validate that your Word document is accessible. Get real-time feedback to fix errors as they happen rather than facing a “mountain of errors” at the end.

  • View issues by selecting the Accessibility icon button in the status bar (bottom of the window). Alternatively, go to Review > Check Accessibility.
  • Review the “Errors,” “Warnings,” and “Tips” provided in the sidebar to make final adjustments.
  • Address “Missing Alt Text” and “Merged Cells” immediately.

While automated checkers won’t catch every issue, they are a great tool to have in your tool set and are a good reminder that we should be thinking about accessibility when creating or editing content.

2. Add File Metadata

Metadata (like the Document Title, Author, and Subject) is vital because screen readers announce the Title of the document before reading any content. Setting the language tells the screen reader which accent or dictionary to use.

  • How to add Metadata: Go to File > Info > Properties > Show All Properties.
    • Fill in the Title, Subject, and Author fields.
  • How to set the Language: Select all text in your document (Ctrl + A), then go to Review > Language > Language > Set Proofing Language.
    • Choose English (United States) – or the language of the document.
    • Ensure the box “Do not check spelling or grammar” is unchecked.
    • You can also select specific words or sentences to designate a specific language if different from the document.

3. Add a Heading Structure

Provide an outline of your document for better navigation, thereby improving accessibility.

  • Use Heading Styles, not large text: Use the Home > Styles > Heading menu options to apply heading levels to section text in your document.
  • Use the Styles Pane: Don’t just click the buttons in the ribbon. Open the Styles Pane (Ctrl + Alt + Shift + S), or click the small diagonal arrow in the very bottom-right corner of the Styles group, to see a complete view of your document’s hierarchy. This makes it easier to spot “fake” headings that were formatted manually.
    • Pro Tip: At the bottom of this pane, you can click Options and select “Select styles to show: All styles” to ensure you aren’t missing any hidden heading levels.
  • Use only one Heading 1 in your document. You can use multiple Heading 2, Heading 3.
  • Keep things hierarchical: Don’t skip heading levels. Don’t go from a Heading 1 to a Heading 5.
  • Navigation Pane: Encourage users to go to View > Navigation Pane. This shows a “Table of Contents” on the left. If your headings aren’t showing up there, they won’t show up for a screen reader user either.

Guidelines: Read more about identifying headings, lists, and tables.

4. Format Text for Legibility

Format your text so that it is easier for your audience to read.

  • Consider using a sans serif font.
  • Set the line spacing to 1.5.
  • Keep text left-aligned when possible to allow users to easily identify new lines.
  • Keep font size at a standard size or larger. For documents, that is 11-12pt.

5. Break Content into Lists, Where Possible

Browse your document to see if any paragraphs would be easier to read as a list. Lists make content easier to read by providing visual structure and highlighting key points.

  • How to add a List: Use the Paragraph Panel to select a bullet or numbered list.
  • Don’t use hyphens (-), asterisks (*), or manually typed numbers. Stick to official list buttons in the toolbar.

Write link text so that it is unique, descriptive, and clear about where the link goes. If sharing documents for printing, consider including both a descriptive link and the full link text.

  • How to edit Link Text: Select and highlight the text you would like to link. Right click and chose Link. Enter the URL in the Address field.

Find additional guidance: How to Write Helpful Links.

7. Add Alt Text to Images

Add alternative text for all non-decorative images to convey the equivalent information to someone who may not be able to see the image.

  • How to add Alt Text: Select the image and then Right click > View Alt Text… > enter alternate text (or press the “Generate alt text for me” button).
    • Keep it short and descriptive, like a tweet.
    • Don’t include “image of” or “photo of”.
  • Mark Decorative Images: If the image is purely for design and adds no value to the content, leave the alt text box blank and check the “Mark as decorative” checkbox.

For some examples, visit our page on alt text.

8. Use High Color Contrast

Choose a color for your text and other elements that has a high degree of contrast against the background color.

  • Use a standard contrast ratio of at least 4.5:1 for most text.
  • For most documents, use black text for the default white background.
  • Avoid light text on light backgrounds and dark text on dark backgrounds, and avoid using red and green.
  • Never use color alone to convey meaning or emphasis (e.g., “the red text is urgent”).
  • How to check Color Contrast: in addition to using Microsoft’s automated accessibility checker, you can test colors using the WebAim Color Contrast Analyzer.

9. Avoid Using Color Alone to Convey Meaning

Avoid using color alone to convey meaning, as your message may be missed or misunderstood by individuals who can’t see color. Instead use color along with a secondary element, (such as shape or text differences) to ensure the meaning can be understood without the use of color alone.

10. Accessible Tables

  • Header Rows: You must designate the top row as a header. Select the row, right-click Table Properties > Row, and check “Repeat as header row at the top of each page.”
  • No Merged Cells: Just like Excel, merged or split cells break the “grid” that screen readers rely on to announce data coordinates.
  • Alt Text for Tables: Tables need Alt Text too. Right-click the table > Table Properties > Alt Text to provide a 1-sentence summary of the data.

11. Column Formatting

Many people use the Tab key or the Spacebar to create columns visually.

  • Use Layout Column: Never use the Tab key for layout. Use Layout > Columns.
  • Why: Screen readers read across the entire page. If you use the Tab key to make two “columns,” the reader will read Line 1 of Column A, then Line 1 of Column B, making the text unintelligible. Using the built-in Columns tool ensures the reader finishes the first column before moving to the second.

12. Avoid “White Space” for Formatting

  • The Problem: Pressing “Enter” multiple times to create space between paragraphs causes a screen reader to announce “Blank… Blank… Blank…”
  • The Fix: Use Paragraph Settings > Spacing (Before/After) to create visual gaps. This keeps the “code” of the document clean. To start content on the next page, press Ctrl + Enter.

13. Check the “Reading Order” for Decorative Elements

If you use Text Boxes or Shapes, they can be read out of order.

  • Go to Review > Check Accessibility > Reading Order Pane. This allows you to drag and drop elements into a logical sequence, similar to the PowerPoint Selection Pane.

Learn more about creating accessible content

Guidelines for Documents, Multimedia, Email, Canvas, Charts & Graphs, and Forms.