Creating Accessible Microsoft Word Documents

Designing accessible Microsoft Word documents ensures that all users—including those using screen readers, keyboard navigation, or other assistive technologies—can read, understand, and interact with your content. Accessibility also improves clarity, usability, and overall document quality for everyone.

Use Built-in Styles for Structure

Structure is critical for accessibility. Instead of manually formatting text (e.g., bolding or enlarging), use Word’s built-in heading styles.

  • Apply Heading 1, Heading 2, Heading 3, etc., to create a logical hierarchy
  • Use Normal style for body text
  • Avoid skipping heading levels (e.g., Heading 1 → Heading 3)

Why it matters: Screen readers rely on headings to allow users to navigate quickly through the document.
 

Add Alternative Text (Alt Text) to Images 

All meaningful images must include descriptive alternative text.

  • Right-click the image → Edit Alt Text
  • Describe the purpose of the image, not just what it looks like
  • Mark decorative images as decorative (if they don’t add meaning)

Good example: “Bar chart showing a 20% increase in website traffic from January to March” 
 

Use Descriptive Link Text 

Avoid vague phrases like “click here” or “read more.”

  • Write links that clearly describe their destination

Example: Visit the NCDIT Digital Accessibility website. 

Why it matters: Screen reader users often navigate by links alone, so context is essential.
 

Ensure Sufficient Color Contrast

Text must be easy to read for users with low vision or color blindness.

  • Use high contrast between text and background
  • Avoid relying on color alone to convey meaning (e.g., “items in red are overdue”)
  • Pair color with text or symbols (e.g., “overdue items are marked in red with an asterisk”)
     

Use Accessible Lists 

Use Word’s built-in list tools instead of typing symbols manually.

  • Use bulleted or numbered lists from the toolbar
  • Maintain consistent formatting

Why it matters: Assistive technologies recognize proper lists and convey structure to users. 
 

Create Accessible Tables 

Tables should be simple and clearly structured.  

  • Use tables only for data—not layout
  • Add a header row (Table Design → Header Row)
  • Avoid merged or split cells when possible
  • Include a brief description above the table if needed
     

Use Meaningful Document Titles and Properties

Set document properties so users can identify the file easily.

  • Go to File → Info → Properties
  • Add a clear Title (not just the file name)

Why it matters: Screen readers announce the document title, helping users understand context. 
 

Ensure Proper Reading Order 

Content should flow logically from top to bottom.

  • Avoid using text boxes or floating objects that disrupt reading order
  • Keep content in a single column when possible
     

Use Simple, Clear Language 

Accessibility includes cognitive accessibility.

  • Use plain language and short sentences
  • Define acronyms on first use
  • Break up dense text with headings and lists
     

Add Captions and Transcripts for Media 

If your document includes audio or video:

  • Provide captions for videos
  • Include a transcript for audio content
     

Check Accessibility with Word’s Accessibility Checker 

Microsoft Word includes a built-in tool to help identify issues.

  • Go to Review → Check Accessibility
  • Review and fix errors, warnings, and tips

Note: Automated tools catch some issues, but manual review is still essential. 
 

Export to Accessible PDF (if needed) 

If converting to PDF:

  • Use File → Save As → PDF
  • Ensure “Document structure tags for accessibility” is checked
     

Final Thoughts 

Creating accessible Word documents is not just about compliance—it’s about ensuring equitable access to information. By using proper structure, clear language, and built-in tools, you create documents that are easier to navigate, understand, and use for everyone. Accessibility should be part of your workflow from the start—not an afterthought.

For additional guidance and best practices, you can visit Microsoft Word's official accessibility support page.

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