Creating accessible Word documents ensures that all users—including those who rely on assistive technologies—can read, navigate, and understand your content. This checklist provides quick, practical steps to help you format documents correctly, organize information clearly, and meet accessibility best practices from the start. Use this guide each time you create or update a Word file to support an inclusive experience for every reader.

Structure and Headings

• Use built-in heading styles (Heading 1, Heading 2, etc.) to create a logical structure.
• Ensure heading levels follow a hierarchical order (no skipping levels, e.g., H1 → H2 → H3).
• If possible (based on your style guide), make headings visually different (using font, size or orientation on the page)

Color and Text Formatting

• Use clear, readable fonts (e.g., Calibri, Arial, Verdana) with at least 12pt size.
• Maintain sufficient color contrast (minimum ratio: 4.5:1 between text and background).
• Avoid using color alone to convey meaning (e.g., “items in red are required”).
• Use bold or italics sparingly
• Avoid all caps for long sections.

Lists

• Use built-in bulleted or numbered lists (not manual symbols).
• Numbered lists are used for ordered items
• Bulleted listed are used for items that order is not important.

Tables

• Create simple tables—avoid merged or split cells when possible.
• Include header rows in tables and repeat them on each page if the table spans multiple pages (check Header Row under Table Design)
• If table has a Header column, check First column under Table Design.
• Provide a table summary, heading or caption that describes its purpose.

Images

• Add alternative text (alt text) for all meaningful images, charts, and graphics.
• Mark decorative images as decorative (no alt text needed).
• Ensure complex visuals (e.g., charts) have a text explanation or data table alternative.
  • Writing Alt Text For Images
  • Arizona State: Image Accessibility Generator

Video and Audio

• Provide captions or transcripts for audio/video content.

Links and Navigation

• Use descriptive link text (e.g., “View the annual report” instead of “Click here”).
• Avoid long complicated URLs, when possible.
• Ensure bookmarks, hyperlinks, and cross-references work correctly.
• Add a table of contents generated from headings for easy navigation.

Document Properties and Metadata

• Add a meaningful document title (File → Info → Properties → Title).
• Include author, subject, and keywords for context and searchability.
• Check language settings so screen readers use the correct pronunciation.

Page Layout and Reading Order

• Maintain a logical reading order (especially in multi-column layouts).
• Avoid using text boxes or floating elements that can disrupt reading order.
• Use page breaks and paragraph spacing, not repeated keyboard returns (i.e. hitting the Enter key multiple times) for spacing.

Equations

• Use Word’s built-in Equation Editor (Insert → Equation) — not images or text approximations.
  • Word’s equations are stored in MathML, which can be read by assistive technologies and retained during PDF export (with proper tools).
• Avoid using screenshots or pasted LaTeX renderings of math — screen readers cannot interpret these.
• Provide Text Descriptions for Complex Equations
  • You can also use alt text on equations (right-click → “Alt Text”) to provide short descriptions — but prefer in-text explanations for long or multi-line math.
  • Arizona State: Image Accessibility Generator
• Insert equations inline with text rather than floating or inside text boxes

Accessibility Checker

• Run Word’s built-in Accessibility Checker (Review → Check Accessibility).
• Review and fix all flagged issues before finalizing the document.
• Test with a screen reader (e.g., NVDA, JAWS), if possible.

Export to PDF

• Use Save As, Export As, or PDF tool to export PDF
• Do not use “Print to PDF”, this will delete all the accessibility work you have done in Word when converted to PDF. The accessibility tags will not generate in PDF using this method.
• Check your PDF’s Accessibility Tags Tree for errors

Other Resources

• Website and Digital Accessibility Tutorials
• Digital Accessibility Canvas Course