Best Practices for Creating Word Documents
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Creating Accessible Word Documents

Creating Accessible Word Documents

Faculty Resources

Focus: Headings, styles, readability, and document structure

Tips & Guidance:

  • Use built-in title, subtitle, and heading styles to maintain logical heading order; this preserves tab order and makes content easier for screen readers to navigate.
  • Check heading order visually or via the Table of Contents; avoid skipping heading levels.
  • Adjust spacing between sentences and paragraphs to improve readability for all users.
  • Use accessible lists (bullets or numbered) and paragraph banners to organize content clearly.
  • Ensure sufficient contrast between text and background colors; low contrast can make text unreadable for people with low vision or colorblindness.

Focus: Creating tables that are accessible to screen readers

Tips & Guidance:

  • Avoid tables when possible; use simpler data presentation methods.
  • Use tables only for data, not layout purposes.
  • Specify column headers and avoid merged, split, or nested cells. These features confuse screen readers, which track location by counting table cells.
  • Check for blank rows or columns, which can mislead screen reader users into thinking there is no further data.
  • Use built-in Word table features instead of visually formatting tables to ensure proper accessibility.

Focus: Images, charts, and multimedia accessibility

Tips & Guidance:

  • Add alternative (ALT) text to all visuals. ALT text helps people who can’t see the screen understand the content.
  • Ensure information isn’t conveyed by color alone; include text labels or patterns to communicate meaning.
  • Use accessible font formatting in charts or visuals to maintain readability.
  • Check all visuals with the Accessibility Checker to ensure compliance.

Focus: Hyperlinks and navigational clarity

Tips & Guidance:

  • Use meaningful hyperlink text that describes the destination, not generic text like “click here.”
  • Add ScreenTips to provide extra context for the link.
  • Visually scan links to ensure they make sense when read alone; this helps screen reader users navigate efficiently.
  • Organize links clearly using lists or headings so users can scan quickly.

Focus: Proper placement of important information

Tips & Guidance:

  • Avoid placing important content in headers or footers, as screen readers often skip these sections.
  • Include titles, subtitles, page numbers, and other key info in the main body of the document.
  • Keep redundant information (like repeated page numbers or references) in headers/footers only.
  • Edit headers and footers in Print Layout view to confirm accessibility without hiding critical content.
  1. Accessibility Checker.
  2. Check accessibility while you work in Word.
  3. Avoid using tables Use table headers Use built-in title, subtitle, and heading styles Create paragraph banners.
  4. Use built-in title, subtitle, and heading styles Create accessible lists Adjust space between sentences and paragraphs Create paragraph banners.
  5. Add ALT text to visuals.
  6. Add accessible hyperlink text and ScreenTips.
  7. Use accessible font format.
  8. Use accessible font color.