How to make Word documents accessible

You must do both manual and automated checks to make sure your document is accessible.

On this page

• Before you begin
• Manual checks
• Automated checks
• Test using a screen reader
• Documents designed only for print
• Related resources
• Still need help

Before you begin

Most people read and interact with documents online, so documents must be digitally accessible.

Before you start, make sure your document:

• is not better suited as web page content
• is written using this guidance
• has a logical document title and file name
• has a suitable alternative if it cannot be fully accessible

No document will be 100% accessible to all users in all situations.

Provide details on how people can request a version of your content that meets their access needs. For example, an easy-read document, a BSL version, or contact details for someone who can help.

Learn which documents need to be made accessible

Manual checks

Before publishing, check your document includes:

• a unique and descriptive file name and document title
• a clear layout and visual reading order
• clear, descriptive and formatted headings 
• informative images with appropriate text alternatives
• decorative images marked as 'decorative'
• written content that is easy to read and understand
• link text that clearly describes where it goes
• colour combinations with sufficient colour contrast
• tables that are correctly used and formatted

If the document is converted to a PDF, you must make sure it is converted to a tagged PDF correctly

Check your document with real users where possible, including people with disabilities, to make sure it works for them.

You could also ask someone unfamiliar with your topic, such as a colleague, whether it makes sense to them.

Automated checks

Microsoft Office includes built-in accessibility checkers for Word, Excel, and PowerPoint. These tools can help identify some accessibility issues.

Do not rely on automated checkers alone. Passing an automated check does not guarantee your document is accessible.

Always complete a manual check using the checklist on this page.

Find guidance on using the Accessibility Checker (Microsoft Support).

Test using a screen reader

We recommend testing your document with a screen reader to understand how it is read and navigated.

Popular free screen readers:

• NVDA for Microsoft devices
• TalkBack (built into Android phones)
• VoiceOver (built into Mac and iPhone devices) 

NVDA is a full screen reader and the most used screen reader for Microsoft devices (WebAIM).  

Council staff can download NVDA for free in the Software Centre on your Microsoft device.

Documents designed only for print

Documents designed primarily for print can be difficult to read and use online. They often do not have a logical reading order or accessible layout.

For example:

• leaflets may contain upside-down text or pages that appear out of order
• booklets often display two pages side by side, which can cause reading issues online

If you publish a print-focused document online, you must:

• be able to evidence demand and explain why publishing it online benefits users
• provide an accessible version of the key information (such as a web page, accessible Word document, or tagged PDF)
• clearly label the print version, for example, “Download a printable version of [document name] [PDF]”

Example: Calendar PDF on the School holiday and term dates information web page

The Education Service publishes a printable school holiday calendar alongside accessible web content.

Surveys show that schools need a printable version for notice boards and parents want a version to print at home.

The link text for the printable version on our website reads 'Download a printable version of the school holiday calendar 2024 to 2025 [PDF].'.

This is placed underneath a bulleted list of the holidays dates on the same web page. 

Accessible standards and resources

Following this guidance helps more people access council content and supports meeting UK accessibility regulations, including PSBAR 2018.

Find more guidance:

• Publishing accessible documents guidance (GOV.UK)
• Make your Word documents accessible to people with disabilities (Microsoft Support)
• Microsoft Word - Creating Accessible Documents (WebAIM) 
• How to make your Word documents more accessible (Scope for business)

If system or format limits stop you from following this guidance, contact the Communications and Marketing team before publishing.

Still need help 

If you have questions about your document that are not covered in this checklist, contact the Communications and Marketing team

ICT training for Microsoft Word

If you work for the council, ICT offers additional support for Microsoft applications, including Word. 

To learn more, go to 365 HUB (Microsoft SharePoint) [council staff only].