Skip to main content

Word Documents Accessibility How-To Guide

Purpose: 

This guide will help faculty create Word documents that are fully accessible, ensuring all students-including those using screen readers or with visual, cognitive, or linguistic differences-can access, understand, and navigate content. 

 1. Apply Proper Structure 

Why: Screen readers rely on headings, lists, and paragraph styles to navigate content efficiently. Clear structure reduces cognitive loads for all learners. 

How: 

  1. Use Word’s built-in Styles (Home -> Styles) rather than formatting. 

  • Heading 1 – Document title 

  • Heading 2 – Main sections 

  • Heading 3-5 – Subsections 

  1. For lists: 

  • Use Home → Bullets or Numbering for unordered/ordered lists. 

  • Avoid typing dashes or numbers manually. 

  1. Paragraphs: 

  • Left-align text. 

  • Maintain consistent spacing and line height for readability. 

  1. Optional: Add a Table of Contents (References → Table of Contents) to help screen reader navigation. 


Tips: 

  • Avoid skipping heading levels (e.g. Heading 1 → Heading 3). 

  • Check headings using Navigation Pane (View → Navigation Pane) to confirm logical order. 


 For more information, please visit Clear Structure. 

 2. Add Descriptive Alt Text to Images and Visuals 

Why: Screen readers read alt text aloud. Visuals without alt text are inaccessible. Alt text should describe the instructional purpose, not just the appearance. 

How:  


  1. Right-click image → View Alt Text (or Format Picture → Alt Text). 

  1. Provide: 

  • Title – short descriptor (e.g. “Temple University Logo”) 

  • Description – concise explanation relevant to content. 

  1. For decorative images, check Mark as decorative so screen readers skip them. 


Tips: 


  • For charts/graphs include key trends, not just data points. 

  • PowerPoint and Word alt text methods are identical. 

  • Verify using the Accessibility Checker (Review → Check Accessibility). 

  • Keep it short, usually 1-2 sentences. Ending the Alt Text sentence with a period. 


 

For more information, please visit Alt Text. 

 

3. Create Accessible Tables 

Why: Screen readers use table headers to communicate context. Poorly structured tables can confuse students. 

How: 


  1. Insert tables via Insert → Table (avoid drawing). 

  1. Designate header rows/columns: Table Design → Header Row / First Column. 

  1. Avoid merged/split cells; replace empty cells with placeholders like N/A. 

  1. Add visible captions: References → Insert Caption. 

  1. Add alt text: Table Properties → Alt Text → Provide meaningful description. 


Tips: 


  • Use simple tables for data clarity. 

  • Avoid embedding text in images; if you must, provide alt text. 


 

For more information, please review the Accessible Tables document. 

 

4. Ensure Legible, Readable, and Understandable Text 

Why: Text clarity affects comprehension and usability for all learners. 

Guidelines: 


  • Fonts: Sans-serif fonts are recommended (e.g., Calibri, Arial), but other accessible font options are acceptable. Minimum size: 12 pt. 

  • Avoid all caps, excessive italics, or multiple font styles. 

  • Use high contrast (dark text on light background). 

  • Write in plain language and define technical terms. 

  • Left align text and 1.5-line spacing for legibility and readability. 


Tips: 


  • Use short paragraphs and headings for scannability. 

  • Keep tables, diagrams, and images close to relevant text. 


 

For more information, please visit Legible/Readable/Understandable. 

 

How: 


  1. Highlight text → Ctrl/Cmd + K → Insert link. 

  1. Use descriptive text: 

  • Good: “Course Syllabus (PDF)” 

  • Bad: “Click here” 

  1. Avoid duplicate line text for different destinations. 


 

For more information, please visit Descriptive Links. 

 

6. Check Color & Contrast 

Why: Students with color vision deficiencies may miss meaning conveyed solely by color. 

Guidelines: 


  • Normal text: 4.5:1 contrast ratio 

  • Large/bold text: 3:1 ratio 

  • Use WebAIM Contrast Checker to verify. 


Tips: 


  • Combine color with patterns, labels, or icons. 

  • Avoid background images behind the text. 


 

For more information, please visit Color Considerations. 

 

7. Run Accessibility Checker 

How: 


  1. Review → Check Accessibility. 

  1. Resolve flagged issues: 

  • Missing alt text 

  • Improper heading structure 

  • Low color contrast 

  • Table issues 

Tips: Accessibility Checker identifies technical issues but cannot confirm alt text meaningfulness or logical flow-manual review is still needed. 

 

For more information, please visit Accessibility Checkers. 

 

8. Optional Advanced Tools 


  • Word Accessibility Assistant: Real-time guidance (Review → Check Accessibility). 

  • Screen Reader Preview: Use NVDA (Windows) or VoiceOver (Mac) to experience document navigation. 


 

For more information, please review the Native Screen Readers document. 

 

 

 

 

Quick Reference / Checklist 

 

Task 

Done? 

Apply heading hierarchy 

☐ 

Format lists with built-in tools 

☐ 

Add alt text to images/charts 

☐ 

Make tables accessible 

☐ 

Check color contrast 

☐ 

Use descriptive links 

☐ 

Run Accessibility Checker 

☐ 

Verify with screen reader (optional) 

☐ 

 

Back to top