How to make Word documents accessible

Check a document for accessibility problems

Use this quick checklist to spot common accessibility issues in existing Word documents, and PDFs created from Word.

If you're making a new document, use our Create an accessible Word document checklist for step‑by‑step guidance instead.

On this page:

Who this checklist is for

Use this checklist if you have already created or received a Word document, or PDF created from Word, and you plan to upload it to our websites.

It helps you spot common accessibility problems and meet your legal responsibility to make document content accessible. You do not need any specialist software to use it.

You may not be able to fix documents created by another team or organisation. But knowing how to spot issues helps you decide when to:

  • add essential information as webpage text
  • avoid relying on an inaccessible file
  • flag issues back to service teams
  • share this guidance with colleagues

If any of the checks apply, the document’s owner should improve and update the original document.

If the owner cannot improve it straight away, or the file comes from outside the council, include the key information as webpage text before publishing.

Check 1: The document title

If you’re checking a Word document

Go to File, Info, Properties, then Title.

A document may be inaccessible if the title is blank, generic or unclear (for example, Fact Sheet Template (B&W) or Committee report draft).

If you’re checking a PDF

Open the PDF in a web browser and look at the tab name at the top of the browser.

If it shows a file name (for example, RecordsRetentionScheduleVersion2.pdf) or a generic or unclear title, the PDF does not have a proper document title.

Where to get help: File name and document title in Word.

Check 2: Layout and reading order 

If you’re checking a Word document

A document may be inaccessible if:

  • content does not read in a natural top‑to‑bottom order
  • important text is in text boxes, shapes, WordArt or images
  • it looks like a poster or leaflet meant for print

If you’re checking a PDF

A PDF may be inaccessible if:

  • content does not read in a natural top‑to‑bottom order
  • pages are images without selectable text
  • it looks like a scanned poster or leaflet meant for print

Where to get help: Word layout and visual reading order.

Check 3: Real headings 

If you’re checking a Word document

Open View, then Navigation Pane.

If there are no headings in the Headings tab, and you only see page icons under the Pages tab, heading styles were not used.

If you’re checking a PDF

Open the Tables of Contents, Bookmarks or Navigation Pane.

If it is empty, or you only see page icons, the PDF has no heading structure for assistive tools to navigate.

Where to get help: Headings in Word.

Check 4: Written content 

What to look for:

  • long, dense paragraphs
  • no spacing between sections
  • unclear or overly formal language
  • important information only inside images
  • steps buried in large blocks of text

If the content is difficult to read visually, it will be even harder for assistive tools.

Where to get help: Written content in Word.

Check 5: Link text

What to look for:

  • links that say “click here”, “read more” or show only a URL
  • link text that does not make sense on its own

People using screen readers often navigate link‑by‑link, so vague link text creates barriers.

Where to get help: Links and link text in Word.

Check 6: Images and diagrams

If you’re checking a Word document

Right‑click an image, then select Edit Alt Text.

It is likely inaccessible if:

  • informative images have no alt text
  • alt text is unhelpful or auto‑generated
  • decorative images are not marked as decorative

Complex informative images like diagrams, charts or screenshots should also have an explanation in the main text.

If you’re checking a PDF

It may be inaccessible if:

  • complex diagrams, charts or screenshots have no explanation in the main text
  • the PDF appears to be scanned (no selectable text)

Where to get help: Images in Word.

Check 7: Tables

If you’re checking a Word document

It may be inaccessible if:

  • tables are used for layout
  • the content does not read clearly row‑by‑row
  • there are merged or empty cells
  • the table is complex or nested

If you’re checking a PDF

The same issues apply, often more severely. Layout tables rarely convert well from Word documents.

You may need to provide a summary of the table content in the main text.

Where to get help: Tables in Word.

Check 8: Colour and contrast 

What to look for:

  • colour used as the only way to show meaning
  • text that is low contrast or very light
  • backgrounds that make text hard to read

Low contrast affects many people.

Where to get help: Colour and contrast in Word.

Check 9: Before converting from Word to PDF

A PDF cannot be accessible unless the Word document is accessible. Look for the following when reviewing a document.

  • In the Word document:
    • accessibility issues still in the document
    • Word’s Accessibility Checker has not been run
  • When creating the PDF: "Print" to PDF used instead of "Save As" or "Export"
  • In the PDF itself: the PDF looks scanned (text is not selectable)
  • Before publishing: essential information appears only in the PDF, not also on the webpage

Where to get help: Create an accessible PDF from Word.

If your document fails any of these checks

  • Improve the document using this guidance where you can.
  • If you cannot fix the document, or it is not your responsibility, provide the key information as real text on the webpage.
  • Flag accessibility issues to the service team where needed so they can fix the document.
  • Share this guidance with the service team so they can improve future documents.