How to Make MS Word Documents Accessible
Making a Microsoft Word document accessible ensures that everyone, including individuals who use screen readers or have low vision, can read and navigate your content. It also helps you comply with the WCAG 2.1 AA and ADA 2026 digital standards.
Fortunately, Microsoft Word has built-in features that make this process straightforward. Here is your step-by-step guide:
1. Use Built-In Headings (Styles Pane)
Do not manually format titles by just increasing the font size and hitting Bold. Screen readers rely on the underlying HTML-style tags to jump from section to section.
How: Highlight your text, go to the Home tab, and select Heading 1, Heading 2, or Heading 3 from the Styles gallery.
The Golden Rule: Always keep them in a logical nested order. Never skip from a Heading 1 straight to a Heading 3.
2. Add Alt Text to Images
Every image that conveys information needs a description. If it’s just there for visual flair, it needs to be hidden from screen readers.
How: Right-click the image and select View Alt Text.
For informational images: Write a 1–2 sentence description of the image’s purpose.
For decorative images: Check the box that says “Mark as decorative”.
3. Format Lists and Hyperlinks Correctly
As we reviewed in our recent rewrites, clean lists and links are vital for digital accessibility.
Lists: Never type dashes (-) or asterisks (*) manually. Always click the official Bulleted List or Numbered List buttons on the Home tab.
Links: Avoid pasting raw URLs (like https://…) or using vague phrases like “Click Here.” Instead, highlight the text, press Ctrl + K (or Cmd + K), and input the URL so the link reads descriptively (e.g., [2026 ADA Title II Update]).
4. Design Accessible Tables
Tables should only be used to present data, not to control visual page layouts.
Add Header Rows: Click inside your table, go to the Table Design tab, and check the Header Row box. This ensures screen readers repeat the column names as they read through the data.
Keep it Simple: Avoid merging or splitting cells, as this confuses the logical reading order of assistive software.
5. Use the Built-In Accessibility Checker
Before you save or export your document, let Word audit your work for you.
How: Go to the Review tab and click Check Accessibility.
A sidebar will open on the right side of your screen, categorizing issues into Errors (must fix), Warnings (should fix), and Tips. Clicking on any issue will show you exactly how to fix it.
6. Saving as a PDF
If you need to distribute the document as a PDF, do not use “Print to PDF.” Instead, go to File > Save As (or File > Save a Copy) and select PDF. Click on Options and ensure that “Document structure tags for accessibility” is checked. This transfers all your headings, alt text, and lists cleanly into the final PDF.