Creating Accessible Word Documents

Step 1: Set Up Your Workspace

  • Give your document a descriptive and easy to understand file name.
  • Turn on the Accessibility Checker so it runs as you build.

Step 2: Set Up Your Document Design

Under the Design Tab:

  • Document Formatting Section: The simplest design to apply is one with black headings that are not all caps.
  • In the Fonts Section: Select a Sans Serif font like Aptos, Arial, Calibri, or Helvetica.
  • In the Colors Section: Update the hyperlink colors to be the following hex codes – Normal (blue): #3344dd | Visited (purple): #884488.

Under the Styles Pane

  • Normal: Make sure the font is at least 11 pt.
  • Italics: Review the headings and adjust any that are italicized.
  • Hyperlinks: Make sure the text is accessible blue and underlined.

Other Things to Keep in Mind...

  • Never rely on color alone to communicate meaning.
  • Reserve underlining only for hyperlinks.
  • Reserve italics for book and article titles.
  • If you use any color other than a white background with black text, you have to check the contrast.

Step 3: Structure Your Content

  • Open the Navigation Pane to visualize your document structure.
  • Open the Styles window to access and apply consistent formatting.

Use the Style Window to:

  • Use one Heading 1 for your title.
  • Add Heading 2, Heading 3, etc. in logical order. They should be nested and sequential. Never skip a heading level.

Use the Paragraph Section to:

  • Turn on your paragraph tool to see your spacing.
  • Create border page lines under text.
  • Create list items.
  • Create indents and line spacing for document.
  • Keep lines together with line and page breaks tab.

Step 4: Format Paragraphs & Spacing in the Layout Pane

Other Things to Keep in Mind...

Pressing Enter or the space bar repeatedly to create blank lines adds barriers for assistive technology and results in an inaccessible file.

Spacing text on the Same Line

  • Use the ruler tool to add tab stops to text.

Use the Page Setup Section under the Layout Tab

  • To create page breaks for splitting content.
  • To create columns.

As Needed Items

Tables

  • Keep tables simple and structured.
  • Avoid merged or blank cells.
  • Remember a cell filled with color is still “blank” to a screen reader.
  • Always set a header row.
  • Add a table caption for context.

Images and Objects

  • Insert images inline with text.
  • Check color contrast within images.
  • Add accurate, concise alt text or image descriptions.
  • Avoid using text as images.

Hyperlinks

  • Write descriptive link text (like street signs to the destination).
  • Keep link descriptions short and clear.
  • Avoid pasting URLs.
  • If the document will be printed, unlink and shorten URLs before including them.

Mini PDF Training

Disclaimer: There are 2 ways to save your Word file as a PDF, they vary on which is more accessible based on the type of content you have and the updates Word and Adobe make to the products.

Get Support if Needed

If you spend more than 10 minutes stuck on an accessibility issue, contact the Digital Accessibility Team.

Interested in helping support our accessibility mission? Ask about joining the Ally Teams by emailing us.

CREATED BY
Digital Accessibility Team

Credits:

Created with images by Ticha - "Document management concept, Businesswomen check electronic documents on digital documents on virtual screen Document Management System and process automation to efficiently document paperless operate" • spacezerocom - "Check list and marker"