How to make Word documents accessible

Create an accessible Word document (checklist)

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

If you need to check a document someone else has given you, use our Check a document for accessibility problems checklist.

Before you begin

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

Before you start, check that your document:

is not better suited as web page content
is created using principles in this guidance
has a clear, logical document title and file name
has an alternative format or alternative ways to present the information if it cannot be made fully accessible

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

Providing an alternative format

No document will be fully accessible to everyone in every situation.

Include information on how people can request a version of your information that meets their needs. For example, an easy‑read version, a BSL translation or contact details for someone who can help.

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 using Word's heading styles
appropriate text alternatives for any informative images
decorative images marked as 'decorative'
written content that is easy to read and understand
link text that clearly describes its destination
colour combinations with enough colour contrast
tables that are correctly used and formatted

If the document will be converted to a PDF, you must make sure it is exported as a tagged PDF (not printed to PDF).

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

You can also ask someone unfamiliar with your topic if the document makes sense to them.

Automated checks

Microsoft Office includes built‑in Accessibility Checkers in 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 this checklist.

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

Test using a screen reader

Hearing your document with a screen reader helps you explore accessibility and understand your content from another persons perspective.

You might notice things like:

a missing document title so the screen reader announces the file name first
the reading order is not what you expected
headings are missing or unclear which makes navigation harder
images have no description so information is lost
decorative images are announced even though they add no meaning
sentences that sound clear on the page are confusing when spoken
links that sound long or unclear when read aloud
tables do not read in a clear or logical order

Documents designed only for print

Print‑focused documents can be difficult to read 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 causes reading issues online

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

evidence user demand and explain why it needs to be online
provide an accessible version of the key information (such as an accessible Word document, webpage, 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 an accessible webpage version.

User research shows schools and parents need a printable copy.

The link text reads: 'Download a printable version of the school holiday calendar 2024 to 2025 [PDF]' and appears underneath the bulleted list of holiday dates.