Step-by-Step: Making a Word Document Accessible

Step 1: Set the Document Language

The language setting sets pronunciation rules for screen readers.
Review → Language → Set Proofing Language → English (or the appropriate language)

Step 2: Use Heading Styles

Don't use bold, large font, or color to create the appearance of headings — use the actual heading styles.

• Home → Styles → Heading 1 (for the document title — one per document)
• Home → Styles → Heading 2 (for major sections)
• Home → Styles → Heading 3 (for sub-sections)
• Don't skip levels (don't go from H1 to H3)

See Structure & Headings for why this matters.

Step 3: Add Alt Text to Images

For every meaningful image:

1. Right-click the image → Edit Alt Text
2. Write a concise description of the image's meaning
3. If the image is decorative, check "Mark as decorative"
4. See Images & Alternative Text for guidelines on writing good alt text.

Step 4: Use Real Lists

Use the built-in list tools — don't type bullets or numbers manually.

• Home → Bullets (for unordered lists)
• Home → Numbering (for ordered lists)

Step 5: Create Accessible Tables

Only use tables for data, never for layout (design).

1. Insert → Table (don't draw with tabs)
2. Select the table → Table Design tab → check Header Row
3. For long tables, select the header row → right-click → Table Properties → Row → check "Repeat as header row at the top of each page"
4. Don't merge or split cells

See Tables for more detail.

Step 6: Check Color Contrast

Ensure text and background colors meet the 4.5:1 minimum contrast ratio. If you're using colored text or a colored background, test it with the WebAIM Contrast Checker. See Color & Contrast for requirements.

Step 7: Write Descriptive Link Text

Don't paste raw URLs. Instead:

1. Select the text you want to use as the link
2. Insert → Link (or Ctrl+K / Cmd+K)
3. Enter the URL

Use descriptive text like "Read the [syllabus policy]" — not "Click here." See Links & Navigation for guidelines.

Step 8: Set Document Properties

Fill in document title and author metadata:
File → Info → Properties → Title (enter a meaningful title)
This title is what screen readers announce when the document opens — not the file name.

Step 9: Run the Accessibility Checker

Review → Check Accessibility
Review every item in the results pane and fix all issues. The checker categorizes issues as Errors (must fix) and Warnings (should review).

Common Issues & Fixes

Converting Word to PDF

Accessible Word documents export as accessible PDFs — but only if you use the right method. Never use "Print to PDF" — the result is an image file, and a completely inaccessible document!