How to make Word documents accessible

File name and document title

Use a clear file name and document title to help people understand what your document is about.

On this page

Choose a clear file name

Your file name is often the first piece of information someone sees when downloading or opening a document.

It appears: 

  • at the end of a folder path on a device
  • in a web address (URL) when accessed online

Do:

  • keep the file name short, clear and meaningful
  • make sure it reflects the document’s content
  • keep it under 50 characters, including the file extension (for example, .docx)

Use plain language and avoid special characters like &, %, #, which can cause issues in URLs and for assistive technologies.

For documents on our website:

  • avoid spaces, hyphens or underscores
  • use capital letters to separate words

Example: Good and poor file names

Good: WhocanclaimUniversalCreditEasyRead.docx

Poor: 

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

Set a clear document title

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

It is stored in the document’s properties (metadata) and stays with the document, even when it is converted to a PDF.

You must include a document title because:

  • the title appears in the browser tab when the document is opened
  • screen readers usually read this first
  • it is required to meet accessibility regulations

Example: Good and poor document titles

Good: Who can claim Universal Credit: easy read

Poor: 

  • Easy read (Draft Version 2)
  • UniversalCreditEasyRead
  • (Leaving title field empty)

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

How to add a document title

Add your document title in Word using the document properties.

  1. Open your Word document.
  2. Select File, then Info.
  3. Under Properties, select the Title field.
  4. Enter your document title.
  5. (Optional) Add an author — this can be your organisation (for example, Nottinghamshire County Council).

Keep the title short, descriptive, and easy to read.

Screenshot of Word document properties in the Info tab.
Add a document title by going to 'File', 'Info', then 'Properties' in Word.

Check your document title

Before publishing:

  1. Open your document on your desktop.
  2. Go to File, then Info.
  3. Under Properties, check the Title field.
  4. Make sure the title is clear, descriptive, and easy to understand.

After publishing:

  1. Locate the file on your device.
  2. Right-click and select Properties.
  3. Go to the Details tab.
  4. Check the document 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.