How do I make a Word document accessible?

Add a Title.

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. 

Add alt-text to your images.

All images will need to have alt-text added or be marked as ‘decorative’. Learn more about alt-text.  

  1. Select your image.

  2. In the Picture Format ribbon, select Alt Text.

  3. Add your alt-text in the opened pane.

Make sure your links are descriptive and meaningful.

Let your user know where they are going when they select a link. Don’t use ‘Click Here’ or ‘Read More’ for your link text. Learn more about descriptive links.

Check your color contrast.

Images and text are required to meet WCAG 2.0 AA standards. You can check your content with WebAIM’s Contrast Checker. Avoid light colored text on a light colored background. Learn more about color and color contrast. 

Add heading levels.

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

  1. In the Home ribbon, select Styles.

  2. Select the your heading level. 

Make sure your tables are formatted correctly.

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 alternative 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.

How do I check to see if my document is accessible? 

Learn more about the Microsoft accessibility checker. 

  1. In the Review ribbon, select Check Accessibility. 

  2. Review and remediate any found issues in the Inspect pane. 

How do I convert my accessible Word document into an accessible PDF? 

Do not save to print. This removes all of the hard work you have done to improve the accessibility of your document. 

On Mac

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

On Windows 

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