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 produced a Word document, or a PDF created from Word, and you plan to upload it to our websites.

You do not need technical knowledge or special software to use it. This checklist helps you spot common accessibility problems so you can take steps to help everyone get the information they need without barriers.

Small improvements make a big difference.

Share this guidance to help colleagues and service teams improve content.

Documents created and supplied by internal teams

You may not be able to fix documents from another team, but spotting issues helps you decide when to:

  • add essential information as text on the webpage
  • avoid relying on an inaccessible file
  • ask the service team to correct the document

If the document owner cannot fix it straight away, include all key information as accessible webpage text before publishing.

Important: Adding key information on the webpage does not replace the service team’s responsibility to make the original document accessible. Under accessibility regulations, the file must still be updated to meet standards as far as possible.

Documents supplied by external organisations

Files from external organisations are not always accessible, but the council is still responsible for the content if we publish it on our websites.

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

  • checking the document using this checklist
  • ensuring all essential information appears on a webpage
  • ensuring the webpage is accessible and easy to navigate
  • making sure people do not have to open the file to get what they need

If an external document is supplied by an internal team, let them know so they can ask the organisation if a more accessible version is available.

Important: External documents published on our website are not exempt from accessibility regulations. Adding key information on the webpage helps people access the content, but you should still ask for an accessible version where possible.

Check 1: The document title

Effort: Very quick. Easy to check.

If you’re checking a Word document

Go to File, Info, Properties, then Title.

A document may be inaccessible if:

  • the title box is blank
  • the title is generic or unclear (for example, Fact Sheet Template (B&W) or Committee Report final draft)

If you’re checking a PDF

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

A PDF may be inaccessible if:

  • the browser tab shows a file name (for example, RecordsRetentionScheduleVersion2.pdf)
  • the title looks confusing 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 busy layouts.

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 information is inside text boxes, shapes, WordArt or images
  • selecting text highlights it in the wrong order
  • it looks like a printed leaflet or poster

If you’re checking a PDF

A PDF may be inaccessible if:

  • the text is not selectable (page is an image)
  • selecting text highlights random sections
  • it looks like a scanned leaflet

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

Check 3: Real headings 

Effort: Very quick. Easy to check.

If you’re checking a Word document

  • Open View, then Navigation Pane.
  • A document may be inaccessible if the Navigation Pane shows only Pages icons and no headings.

Only Word styles 'Heading 1' to 'Heading 6' appear in the Navigation Pane. Styles like 'Title' do not create headings and cannot be used by screen readers for navigation.

If you’re checking a PDF

  • Open the Tables of Contents or Bookmarks pane.
  • A PDF may be inaccessible if the document contains headings, but the Table of Contents or Bookmarks panes are empty.

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

Check 4: Written content 

Effort: Depends on length. Simple documents are quick to scan.

A document may be inaccessible if:

  • there are long blocks of text with no spacing
  • the language is unclear or overly formal
  • important information is shown only in images
  • steps are hidden inside paragraphs instead of listed clearly

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

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

Check 5: Link text

Effort: Very quick. Links are easy to spot.

What to look for in Word or PDF:

  • links say “click here” or “read more”
  • links are just URLs
  • link text 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 fixing this issue: Links and link text in Word.

Check 6: Images and diagrams

Effort: Quick for standard images. A little longer for diagrams.

If you’re checking a Word document

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

A document may be inaccessible if:

  • informative images have no alt text
  • alt text is unhelpful or auto‑generated
  • decorative images are not marked as decorative
  • diagrams or charts have no explanation in the main text

If you’re checking a PDF

A PDF may be inaccessible if:

  • diagrams or charts have no explanation in the text
  • the page is scanned so nothing is selectable

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

Check 7: Tables

Effort: Quick for simple tables. Longer for complex ones.

If you’re checking a Word document

A document may be inaccessible if:

  • tables are used for layout instead of data
  • content does not read clearly row‑by‑row
  • cells are merged or blank
  • 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 fixing this issue: Tables in Word.

Check 8: Colour and contrast 

Effort: Very quick. Issues are visible straight away.

What to look for in Word or PDF

A document may be inaccessible if:

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

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

Check 9: Converting from Word to PDF

Effort: Quick to moderate. Checking the PDF takes a little longer.

A PDF is unlikely to be accessible unless the original Word document is set up correctly.

Look for these common issues that can make a PDF inaccessible:

When checking the Word document

A document may be inaccessible if:

  • issues from this checklist are still present
  • Word’s Accessibility Checker has not been run (this will not find everything, but it helps).

When creating the PDF

A PDF may be inaccessible if:

  • Print to PDF was used
  • bookmarks or headings do not transfer into the PDF

When checking the PDF

A PDF may be inaccessible if:

  • the text is not selectable
  • the reading order looks wrong
  • there is no table of contents or bookmarks, but headings or bookmarks are used in the source document

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

Before publishing your PDF

It is a good idea to summarise essential information from a PDF on the webpage where it appears. PDFs alone, even when accessible, can be harder to use, especially on mobile or with assistive technology.

Read more about why most content is better as a web page.

If your document fails any of these checks

  • If you are the document owner: Fix the accessibility issues using this guidance.
  • If you are not the document owner: Report the issues to the service team responsible so they can update the document using this guidance.
  • If the document cannot be fixed (or it is not your responsibility to fix it): Provide the key information in a way people can easily use, for example, as real text on a webpage.