How to make Word documents accessible

Check a document for accessibility problems

Use this checklist to identify and fix common accessibility issues in Word documents or PDFs before publishing them on the website.

If you’re creating a new document, use the Create an accessible Word document checklist instead.

On this page:

Who this checklist is for

Use this checklist if you have:

  • have created a Word document or a PDF created from Word
  • have received a Word document or PDF from someone else
  • have been asked to upload a Word document or PDF to the website

You do not need technical knowledge or special software to use it.

It will help you identify and fix common problems so people can access the information they need. It also explains what to do if a document cannot be made fully accessible.

Documents from internal teams

You may not be able to fix documents created by another team. Checking them helps you decide what to do next.

You can:

  • make sure key information is available on the webpage
  • ask the service team to correct the document
  • avoid relying on the document on its own

If the document cannot be fixed straight away, make sure all key information is available on the webpage before publishing.

Adding information to a webpage does not replace the service team’s responsibility to fix the document. If the document remains on the website, it must still meet accessibility requirements and be updated by the content owner.

Documents from external organisations

Files from external organisations are not always accessible, but the council is still responsible for anything published on its website.

You may not be able to fix these files, but you can still help people by:

  • checking the document using this checklist
  • making sure key information is available on the webpage
  • making sure people do not have to open the file to get what they need

If the document was provided by an internal team, tell them so they can request a more accessible version.

External documents published on the council’s website must meet accessibility requirements. Adding information to a webpage helps people, but you must still request an improved version where possible.

Check 1: Document title

Effort: very quick

If you’re checking a Word document

Open File, then Info and check the Title field.

Look for:

  • the title box is blank
  • a title that is generic, unclear or misleading (for example “Fact sheet template” or “final draft”)

If you’re checking a PDF

Open the PDF in a browser and look at the title shown in the tab.

Look for:

  • the browser tab showing a file name instead of a clear title
  • a title that is unclear or meaningless

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

Check 2: Layout and reading order

Effort: quick for simple documents, longer for complex layouts

If you’re checking a Word document

Select some text and see how it behaves.

Look for:

  • content that does not read in a natural top‑to‑bottom order
  • important information placed inside text boxes, shapes, WordArt or images
  • text highlights in the wrong order when selected
  • a layout that looks like a printed leaflet or poster

If you’re checking a PDF

Select some text to see how it behaves.

Look for:

  • text that cannot be selected (this usually means the page is an image)
  • text that highlights in the wrong order
  • a layout that looks like a scanned leaflet

If content does not follow a clear reading order, it will be harder to use, especially with assistive technologies.

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

Check 3: Headings 

Effort: very quick

If you’re checking a Word document

Open View, then Navigation Pane.

Look for:

  • no headings in the Navigation Pane (only page icons are shown)
  • headings created using bold text instead of heading styles
  • text that looks like a heading but does not appear in the Navigation Pane

Only Word styles ‘Heading 1’ to ‘Heading 6’ are recognised by most assistive technologies.

If you’re checking a PDF

Open the Table of contents or Bookmarks panel.

Look for:

  • headings appearing in the document itself but no bookmarks or table of contents
  • an empty Bookmarks panel when the document has clear sections

Headings help people scan a document, navigate and understand structure.

Where to get help fixing this issue: Headings in Word.

Check 4: Written content 

Effort: depends on document length

Look for:

  • long blocks of text with no spacing
  • language that is unclear or overly formal
  • important information shown only in images
  • steps hidden in paragraphs instead of shown as lists

If content is difficult to read, it will be harder for people to understand, especially when using assistive tools.

Where to get help fixing this issue: Written content in Word.

Check 5: Links

Effort: very quick

Look for:

  • links that say “click here” or “read more”
  • links written as full web addresses
  • link text that does not make sense on its own when read out of context

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

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

Documents used online and in print

Some documents are used both online and in print.

In these cases, you can include the web address alongside the link text.

For example:

  • Use clear selectable link text: ‘Read our guidance on paying for care’
  • Add the web address underneath as plain text:
    www.nottinghamshire.gov.uk/paying-for-care

Use the shortest, most readable version of the web address. Do not include “http://” or “https://”.

The link text must still explain where the link goes. Do not rely on the web address alone.

Check 6: Images and diagrams

Effort: quick for simple images

If you’re checking a Word document

Right‑click an image and select Edit Alt Text.

Look for:

  • informative images with no alt text
  • alt text that is unclear or auto‑generated
  • decorative images that are not marked as such
  • diagrams or charts with no explanation in the main text

If you’re checking a PDF

Look for:

  • diagrams or charts with no explanation in the text
  • pages that are scanned images, where text cannot be selected

People who cannot see the image still need the information it shows.

Where to get help fixing this issue: Images in Word.

Check 7: Tables

Effort: quick for simple tables

If you’re checking a Word document

Look for:

  • tables used for layout instead of data
  • content that does not read clearly row‑by‑row
  • merged or empty cells
  • complex or nested tables

Where to get help fixing this issue: Tables in Word.

If you’re checking a PDF

Select some text in the table and see how it behaves.

Look for:

  • text in the table cannot be selected
  • text does not highlight in a clear row‑by‑row order
  • text jumps around or is difficult to follow when selecting it
  • tables that only make sense visually

Tables in PDFs often do not convert correctly. You may need to summarise the information or trends shown in the table to make it available to everyone.

Tables in PDFs can be made accessible, but usually require special paid software to fix.

Check 8: Colour and contrast 

Effort: very quick

Look for:

  • colour used on its own to show meaning
  • text that is very light or has low contrast
  • backgrounds that make text hard to read

If people cannot see the difference between colours or read the text clearly, they may miss important information.

Where to get help fixing this issue: Colour and contrast in Word.

Check 9: Converting to PDF

Effort: quick to check, longer to fix

A PDF will not usually be accessible unless the Word document is set up and exported correctly.

In the Word document

Look for:

  • issues from this checklist that have not been fixed
  • Accessibility Checker has not been run

When creating the PDF

Look for:

  • Print to PDF being used
  • headings or bookmarks not transferring

In the PDF

Look for:

  • text that cannot be selected (this usually means the page is an image)
  • reading order that does not follow the content on the page
  • no table of contents or bookmarks when headings are used in the document

Even if the Word document is accessible, the PDF may not be.

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

Before you publish

Make sure the key information in the document is available on the webpage.

PDFs alone can be harder to use, especially on mobile or with assistive technology

Read more about why should be published as a web page.

If something isn’t accessible

Fix what you can. If something cannot be fixed straight away, make sure people can still access the information another way.

  • If you created or manage the document, fix the issues before publishing.
  • If the document belongs to another team, ask them to update it
  • If you cannot get it fixed, make sure the key information is available another way, for example as text on a webpage.

If people can access the information without the document, do not publish it unless there is a clear need.