Accessible Word Document Guidelines

Why Accessibility Matters

Creating accessible documents ensures that all users, including those using screen readers or other assistive technologies, can fully engage with your content. Accessibility supports equity, inclusion, and compliance with accessibility standards.

Use of Headings

Headings provide structure to your document and allow screen reader users to navigate efficiently.

Best Practices

• Use Word built-in heading styles (Heading 1, Heading 2, Heading 3)
• Organize content in a logical hierarchy
• Do not skip heading levels

Example

Incorrect: Important Information (manually bolded and enlarged)

Correct: Apply Heading 2 style to Important Information

Alternative Text for Images

When to Use Alt Text

• Informative images such as charts, graphs, and diagrams
• Photos that add meaning or context

When to Mark as Decorative

• Visual elements that do not add meaning
• Borders, icons, or purely stylistic images

Best Practices

• Be concise but descriptive
• Focus on the purpose of the image
• Do not include phrases like image of or picture of

Important Note

Avoid using images of text such as quotes, flyers, or screenshots of paragraphs. If you must use them, ensure the text is also included in the document or fully described in alt text.

Accessible Table

Tables should be used for data and structured clearly.

Best Practices

• Use a simple structure
• Include a header row
• Avoid merged or split cells
• Avoid blank cells

Color Contrast and Use of Color

Color should not be the only way information is conveyed.

Best Practices

• Ensure strong contrast between text and background
• Avoid light text on light backgrounds and dark text on dark backgrounds
• Use additional indicators such as symbols, labels, or formatting

Examples

Poor Practice: Items in red are required

Accessible Alternative: Required items are marked with an asterisk (*) and shown in red

Poor Practice: Green text indicates approved items

Accessible Alternative: Approved items are labeled Approved and shown in green

Hyperlinks

Hyperlinks should be descriptive and meaningful when read out of context.

Best Practices

• Use clear, descriptive link text
• Avoid vague phrases like click here or read more
• Ensure the link makes sense independently

Examples

Poor Practice: Click here

Accessible Alternative: Visit Bryant University Accessibility Services

Poor Practice: More information can be found here

Accessible Alternative: View the Bryant University Accessibility Policy

Additional Tips

• Use built-in bullet or numbered lists instead of manually typing symbols
• Use simple, readable fonts
• Keep language clear and concise
• Ensure sufficient spacing between paragraphs
• Run Word Accessibility Checker before sharing your document

Final Checklist

• Headings are used consistently
• Images include appropriate alt text
• Decorative images are marked correctly
• Tables are structured with header rows
• Color is not the only method used to convey meaning
• Hyperlinks are descriptive