How to make Word documents accessible

File name and document title

Use a clear file name and document title so people understand what your document contains before they open it.

On this page

Choose a clear file name

Your file name is often the first thing people see when they open, download or share your document.

It appears: 

  • in a folder on a device
  • in a web address (URL)

Do:

  • keep it short, clear and meaningful
  • make sure it reflects the document’s content
  • keep it under 50 characters (including .docx)
  • use plain English

Avoid:

  • version numbers and dates (for example: v2, final, 2024)
  • unclear names (for example: Untitled Document or Final Draft)
  • special characters like &, %, #

For documents on the website:

  • do not use spaces, hyphens or underscores
  • use capital letters to separate words (camel case)

Good example:
WhocanclaimUniversalCreditEasyRead.docx

Poor examples: 
Universal Credit easy read v1.5 (final) 2019-09-24.docx
Untitled Doc 1.docx

Choose a clear document title

The document title is different from your file name or main heading.

It is stored in the document’s properties and stays with the file, including when converted to PDF.

You must include a document title because it:

  • appears in the browser tab
  • is read first by screen readers
  • is required for accessibility compliance

Good example:
Who can claim Universal Credit: easy read

Poor examples:

  • Easy read (Draft Version 2)
  • UniversalCreditEasyRead
  • leaving the title blank

Use plain English and avoid jargon, abbreviations or acronyms unless widely understood.

Add a document title

Add a document title in Word using the document properties.

  1. Select File.
  2. Select Info.
  3. In the Properties section, find the Title field.
  4. Enter your document title.

Keep the title short, clear and easy to understand.

Optional: 

  • Add an author to show ownership
  • Use the organisation instead of a personal name (for example, Nottinghamshire County Council)

Check your document title

Check that your document title is present and correct.

Before publishing

  1. Open the document.
  2. Select File, then Info.
  3. Find the Title field.
  4. Check that the title is clear and correct.

After publishing:

  1. Locate the file on your device.
  2. Right-click the file.
  3. Select Properties.
  4. Select the Details tab.
  5. Find the Title field.
  6. Check that the title is present and correct.

Accessibility standards and resources

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

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