Checklist for accessible Word documents

Are your Word documents accessible? Use our checklist to make sure that they can be used by everyone who needs them.

Word has lots of features and options that help you write with accessibility in mind and that your content can be read and understood by as wide an audience as possible.

Use our checklist for to improve the accessibility of documents or publications, both print and online.

Seven things to check on your Word documents

1. Use a proper heading structure

Using headings helps structure your document. It makes them easier to follow and enables screen readers to navigate your document by its headings. 

It is even easier for users to navigate your document if your headings are descriptive.

In this snippet from our popular Accessibility for copywriters training course, Jack Baker, Senior Accessibility Consultant at AbilityNet shares how to write descriptive headings and labels.

2. Write in plain language

Plain language means communication that the reader can understand the first time they read it.

It can be defined as a simple, clear, conversational style that uses everyday words and an active voice.

3. Use accessible fonts and text size

Using an inaccessible font can slow your receiver from reading your document. When typing up your document, select a clear and easy to read font. The weight and size of your text need to also be considered. These formatting considerations are especially important for your readers with sight impairments.

4. Provide meaningful description/alt text for any images included

Having alternative text for images makes it easier to follow the meaning on the document and it is very easy to add them in Word.

Not every image needs a description, however. A screenreader will read out all the descriptions you add, so make sure you only add text where it is important to understand the contents of the image. It's very easy to click a box in Word to tell the screenreader that the image is purely decorative.

5. For content-heavy documents, use lists 

Using numbered or bulleted lists in documents can be a very useful way of breaking up complex, content-heavy information, making it easier to read and follow.

6. Make sure hyperlinks make sense as standalone information

Adding hyperlinks in Word is very easy through right-clicking on any word or group of words. However, the hyperlink makes sense as standalone information.

It can be useful to provide the full URL in brackets after the descriptive link so that it is available if the document is printed or if users wish to cut and paste it.

7. Use the Accessibility Checker

You can check the accessibility of your document in Word by using its built-in Accessibility Checker.

The ‘Check Accessibility’ button is available under the ‘Review’ menu. This highlights accessibility-related problems with your document, describes why you should fix them, and gives you guidance on how to do so.

For more complex documents, you will need to consider the accessibility of data tables, use of colours and metadata. Check out our factsheet on creating accessible documents for more information. 

Learn more about document accessibility

Further Resources

• Keep up to date with accessibility issues with the AbilityNet newsletter 
• Discover more accessibility and inclusive design training for Content and Designers
• Find out about AbilityNet's free live webinars
• Unsure where to start with digital accessibility? Speak to our experts for help