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 an Accessibility Checker

Use the Microsoft Accessibility Checker to create accessible documents. The Accessibility Checker is available in Word, PowerPoint, and Excel. It is turned on by default for Harvard clients and keeps track of accessibility issues in real time. It is displayed at the bottom of the Microsoft program in the status bar. You can view issues found by selecting the Accessibility icon button in the status bar.

While automated checkers won’t catch every issue, they are a great tool to have in your tool set and are a good reminder that we should be thinking about accessibility when creating or editing content.

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 

How to add Headings

Use the Styles menu option to apply heading levels to section text in your document

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.

How to add Alt Text

In most programs, right-click on image to bring up a menu with the options "Add Alt Text" or "Edit Image."

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

How to check Color Contrast

Some of the automated accessibility checkers will alert you to color errors as you work. To test on your own, try downloading a desktop tool, such as the TPGi's Color Contrast Analyser.

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

How to edit Link Text

Select and highlight the text you would like to link. Right click and chose edit link text.

Additional Tips

• Use built-in bullet or numbered lists instead of manually typing symbols 
• Use simple, readable fonts (Verdana, Tahoma, Calibri, Arial, Roboto). 
• Keep language clear and concise 
• Ensure sufficient spacing between paragraphs 
• Run Word Accessibility Checker before sharing your document. To utilize the checker, click on the Review tab and the Check Accessibility. 

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