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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 
  2. For lists: 
    • Use Home → Bullets or Numbering for unordered/ordered lists. 
    • Avoid typing dashes or numbers manually. 
  3. Paragraphs: 
    • Left-align text. 
    • Maintain consistent spacing and line height for readability. 
  4. 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). 
  2. Provide: 
    • Title – short descriptor (e.g. “Temple University Logo”) 
    • Description – concise explanation relevant to content. 
  3. 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). 
  2. Designate header rows/columns: Table Design → Header Row / First Column. 
  3. Avoid merged/split cells; replace empty cells with placeholders like N/A. 
  4. Add visible captions: References → Insert Caption. 
  5. 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. 

 5. Make Links Descriptive 

How: 

  1. Highlight text → Ctrl/Cmd + K → Insert link. 
  2. Use descriptive text: 
    1. Good: “Course Syllabus (PDF)” 
    2. Bad: “Click here” 
  3. 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 

Why: Word’s Accessibility Checker identifies structural and programmatic issues, ensuring compliance with P.O.U.R. Principles. 

How: 

  1. Review → Check Accessibility. 
  2. 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) 

☐ 
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