How do I make a Word document accessible?

Your title is added in the metadata of your document and is separate from your save title. 

On Mac: 

1. In the top menu, select File. 
2. Select Properties. 
3. Select Summary. 
4. Add your title. 

On Windows: 

1. In the top menu, select File. 
2. Select Info. 
3. Add your title. 

Alt text is important because it ensures that images are accessible to people who use screen readers. All images will need to have alt text added. Learn more about alt text.

Add alt text to images: 

1. Select your image.
2. In the document ribbon, select Picture Format. 
3. Select Alt Text.
4. Add your alt text in the opened pane.

Tip:

• Toggle 'Approve alt text' to verify to editors that the alt text is accurate. This is helpful for reviewing and confirming the AI generated alt text that Microsoft provides. 
• Toggle 'Mark as decorative' if the image is only for decorative purposes. 

Let your user know where they are going when they select a link by giving it meaningful link text. Learn more about descriptive links.

Change your link text: 

1. Select your hyperlink. You can either right-click your link or use Shift + Right Arrow. 
2. Select Hyperlink.
3. Select Edit Hyperlink.  
4. Edit the 'Text to Display' to your descriptive link text. 
5. Select OK. 

Tip: 

Don't use 'Click Here' or 'Read More' for your link text. These are not descriptive and don't tell users where they are going. 

Images and text are required to meet WCAG 2.1 AA standards. Learn more about color and color contrast. 

Recommended Resources:

• WebAIM’s Contrast Checker(link is external)
• Color Accessibility - Berkeley Brand(link is external) 

Headings are important for improving navigation in your document and helping users understand the hierarchy of your information. Learn more about heading levels. 

Add a heading tag: 

1. In the Home ribbon, select Styles.
2. Select your heading level. 

All tables should include a table header and alternative text. Tables should only be used to format tabular information, not to add structure to your document. Learn more about table accessibility. 

To add a header row: 

1. Select your data table and then select the Table Design ribbon. 
2. Make sure that the Header Row box is checked. 

To add alt text: 

1. Select your data table and then select the Layout ribbon in the Table Design tab.
2. Select Properties.
3. Select Alt Text.
4. Add information about your table in Title and Description.

Adding lists with the 'List' tags provided in Word documents will add structure to your page and allow assistive technologies to correctly navigate your content. Learn more about building accessible lists. 

Tips:

• Duplicate important information that is stored in the Header or Footer of your document in the body of your Word document. Folks might not be able to access this information otherwise.  
• Avoid writing your text in all caps, and avoid small print. Both of these make it more difficult for people to read your content.
• Use easy-to-read fonts. We recommend Arial, Calibri, and Verdana. 
• Left align your text. This makes it easier for folks to read your document.

1. In the top menu, select Save As. 
2. Select PDF. 
3. Select Best for electronic distribution and accessibility. 
4. Select Export. 

1. In the top menu, select File. 
2. Select Save As. 
3. Select PDF. 
4. Select Save.