Accessible Word Documents Guide

Why Word Document Accessibility Matters

Word documents at UT Tyler must be accessible to all individuals, including those who use screen readers, magnifiers, or keyboard navigation.

At UT Tyler, accessible Word documents help ensure that all users can read, understand, and interact with content effectively. Creating accessible documents following WCAG 2.1 AA standards supports compliance with Title II of The Americans with Disabilities Act (ADA), Texas Administrative Code 206 and 213, and reduces legal and institutional risk, and improves overall usability for everyone.

For UT Tyler, this means that any document shared through websites, Canvas courses, email, or other digital platforms should follow accessibility best practices, reflecting the university’s commitment to inclusion and equitable access.

What Make a Word Document Accessible?

Built-in heading styles (Heading 1, Heading 2, Heading 3, etc.)
Logical reading order for screen readers
Alternative text for meaningful images
Descriptive link text (avoid “click here”)
Proper list formatting (bulleted and numbered lists)
Selectable, text-based content (not images of text)
Simple table structures with designated header rows
Sufficient color contrast (4.5:1 for normal text, 3:1 for large text)
Readable fonts and consistent, logical layout

Creating Accessible Word Documents

Start With a Clear Structure

Use built-in headings
Apply headings from the Styles pane instead of using bold or larger fonts, and maintain a logical heading order (Heading 1 → Heading 2 → Heading 3)
Use built-in list styles
Use numbered or bulleted lists from the toolbar, not manually typed dashes or numbers.
Add alternative text to images
Right-click the image, select Edit Alt Text, and write a brief, meaningful description of its purpose, marking decorative images as decorative when appropriate.
Use accessible tables
Include a header row to define column headings, avoid merged or split cells, and use a simple table layout to ensure easier navigation by screen readers.
Use meaningful link text
Replace vague phrases like “click here” with descriptive text that explains the destination.
Ensure readability
Use sans-serif fonts (e.g., Arial, Calibri) at a minimum of 11–12 pt, left-align text instead of using justified formatting, and ensure sufficient line spacing with clear paragraph breaks.
Check color contrast
Ensure strong contrast between text and background, and do not rely on color alone to convey meaning.
Set the document language
Go to Review → Language → Set Proofing Language to ensure screen readers interpret text correctly.
Run the Microsoft Accessibility Checker
Go to Review → Check Accessibility and fix any flagged issues before sharing the document.

Remediating Existing Word Documents

Run the Microsoft Accessibility Checker
Go to Review → Check Accessibility to identify errors, warnings, and items that need manual review.
Fix document structure
Replace manually formatted headings with built-in Styles and organize content into a logical heading hierarchy.
Add missing accessibility elements
Provide alternative text for images and mark decorative images as decorative.
Ensure tables include header rows and use simple structures.
Update links to use meaningful, descriptive text.
Simplify formatting
Remove unnecessary spacing, tabs, or text boxes that can disrupt reading order.
Ensure a consistent, clean layout throughout the document.
Verify readability and contrast
Check that text is easy to read with sufficient color contrast and that color is not the only way information is conveyed.
Set the document language
Use Review → Language → Set Proofing Language so assistive technologies interpret content correctly.

Manual review and testing are required even after automated checks.

Quick Testing Word Documents for Accessibility

Microsoft Accessibility Checker
Keyboard navigation using the Tab key
Screen reader testing using NVDA (Windows), Narrator (Windows), or VoiceOver (iOS)
Zoom to 200% to confirm readability

Special Cases and Considerations

Complex Tables
Tables with multiple headers, merged cells, or nested tables can create accessibility challenges.

Simplify tables whenever possible or break them into multiple, smaller tables.
Ensure each column has a clear header using Word’s Header Row functionality.
Add table captions and use Alt Text to describe the table’s purpose.
Verify that the reading order is logical by navigating with Tab or a screen reader.

Charts and Graphs
Visual data needs descriptive alternatives for screen reader users.

Include a concise text summary of key data points directly in the document.
Provide detailed descriptions for complex visuals in Alt Text or a nearby text box.
Ensure color is not the only means of conveying information; use labels, patterns, or annotations.

Forms
Forms in Word require extra accessibility considerations.

Ensure all form fields have clear, descriptive labels.
Verify that the tab order follows the logical flow of the form.
Include instructions and meaningful error messages.
Provide an accessible alternative format if possible, such as an HTML form.

Scanned Documents
Scanned Word documents are effectively images and are not accessible unless converted to text.

Use Optical Character Recognition (OCR) to make the text machine-readable (Word → Insert → Text from Picture or use a PDF workflow).
Review and correct OCR errors carefully, as scanning can misinterpret text, formatting, or special characters.
Add Alt Text for images or diagrams and verify the reading order.

Exporting to PDF
When converting Word documents to PDF, accessibility features must carry over.

Use Save As PDF and enable document structure tags.
Check that headings, lists, tables, and links retain their structure.
Review the PDF using Adobe Acrobat Accessibility Checker and screen readers to confirm proper tagging and navigation.

Additional Resources

Microsoft Resources

Adobe Resources

WCAG and Testing Tools