How to make Word documents accessible

You must carry out manual and automated checks to make sure any document you create is accessible.

If you are reviewing a document created by someone else, use the Check a document for accessibility problems checklist.

On this page

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

Before you begin

Most people read documents online. Your documents must be digitally accessible.

Before you start, check that your document:

• is not better published as web content
• follows accessibility guidance from the start
• has a clear, descriptive file name and document title
• can be provided in an alternative format if it cannot be fully accessible

Find out why most content should be published as a web page.

Providing an alternative format 

No document will be fully accessible to everyone.

You must explain how users can request the information in another format, for example:

• an easy-read version
• British Sign Language (BSL) translations
• a contact for support

For example,

"For help or to request this information in an alternative format, contact the Customer Service team.

Phone: 0300 500 8080
Online: Contact us online
www.nottinghamshire.gov.uk/contactus"

For guidance on how to format links and URLs in Word documents, see Links and link text.

Manual checks

Before publishing, make sure your document:

• has a clear and descriptive file name and document title
• uses a logical layout and reading order
• uses correctly formatted  headings (Word heading styles)
• includes text alternatives for informative images
• marks decorative images as decorative
• uses plain English that is easy to understand
• includes clear, descriptive link text
• uses sufficient colour contrast
• uses tables correctly (only for data, with proper structure)

• exported as a tagged PDF
• do not use Print to PDF

Where possible

• ask someone unfamiliar with the topic to review it
• test with real users, including people with disabilities

Automated checks

Microsoft Office includes built-in Accessibility Checkers in:

• Word
• Excel
• PowerPoint

These tools can help identify issues, but:

• do not rely on them alone
• passing an automated check does not mean your document is accessible

You must always complete manual checks.

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

Test using a screen reader

If possible, test your document using a screen reader. This can help you identify issues that may not be obvious from manual or automated checks.

Common free screen readers

• NVDA (Windows)
• VoiceOver (Mac and iPhone)
• TalkBack (Android)

NVDA is widely used on Microsoft devices (WebAIM). 

Council staff can download it from the Software Centre. You may need to contact ICT for access.

Documents designed only for print

Print documents are often difficult to use online. For example:

• leaflets may include rotated or out-of-order text
• booklets may display two-page spreads, which breaks reading order

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

• show evidence of user need
• explain why it is required
• provide an accessible version of the content (for example, a web page, Word document or tagged PDF)
• clearly label it as a printable document

Example

The Education Service publishes a printable school holiday calendar alongside an accessible web page version.

User research shows there is a need for a printable version. The link appears below the list of holiday dates and clearly describes the file.

Example link text: "Download a printable version of [document name] [PDF]"

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 (GOV.UK)
• Make your Word documents accessible to people with disabilities (Microsoft Support)
• 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 need support, contact the Communications and Marketing team

ICT training for Microsoft Word

ICT offers council staff training and support for Microsoft applications, including Word.

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