Digital Accessibility for Microsoft Word

Create a uniform heading structure through the use of styles in Word. This allows screen readers to easily navigate a document and understand its structure. Headings also help increase readability for everyone.

Adding and Editing Headings

1. Select the text and choose the appropriate style under Styles on the Home ribbon. (e.g., “Heading 1”)
2. Headings 1, 2, or 3 can also be assigned using CTRL + ALT + 1, 2, or 3, respectively.
3. To adjust a heading’s default appearance, apply your desired formatting to the text, open the Styles dropdown, click the arrow next to the heading style, and choose Update Heading # to Match Selection.

Add alternative text to images in Word so screen readers can describe them. Alt text usually carries over when exporting to HTML or PDF.

Adding Alt Text

1. Right-click on the image and choose Alt Text to open the Alt Text Pane.
2. If the image is purely decorative, that can be indicated by selecting the Mark as Decorative checkbox within the Alt Text pane.

1. Sans serif fonts are reccomended for smaller font size or large bodies of text. If possible, reserve serif fonts (like Times New Roman or Georgia) for headings and titles.
2. Limit the use of script and decorative, hard to read fonts.
3. The reccomended minimum font size for documents is 12 point.

When creating columns, always use true columns, not columns created by hand with the Tab key.

Creating Columns

1. Select Layout on the ribbon.
2. Select Columns under Page Setup and choose the appropriate number of columns.

Use true numbered and bulleted lists to emphasize a point or a sequence of steps.

Creating Lists

1. Select the Numbered List or Bulleted List option on the Home ribbon, within the Paragraph section.

Word automatically creates a hyperlink when a user pastes a full URL onto a page. These full URLS may not make sense to users, so more information is needed.

Adding Hyperlinks

1. Select the text you want linked, right click, and select Hyperlink or CTRL + k.
2. Make sure the text in the Text to Display field is a meaningful description and type the link URL in the Address bar. "Click here" is not a good description.

Note: For references and bibliographies, it is acceptable to include the full URL if required by the citation style (e.g., MLA, APA).

Accessible data tables need a clear table structure and table headers to help guide a screen reader user.

Creating Tables

1. Select the Insert tab on the ribbon, then select Table > Insert Table.
2. To add table headers to the first row, place the cursor within the table then select Table Layout in the ribbon, then choose the Repeat Header Rows option in the Data section.

Options in the Design tab may be used to change appearance but will not provide the necessary accessibility information.

Word includes an accessibility resource that identifies some accessibility issues.

1. Select Review in the ribbon.
2. Select the Check for Accessibility button under Accessibility.
3. The Accessibility Checker task pane will show accessibility errors, warnings, and tips on how to repair the errors. Select specific issues to see additional information at the bottom of the task pane.