How to make Word documents accessible

Links and link text

Links in documents should clearly describe where they go and what users will find, so people can decide whether to follow them.

Let people know what document links do

Write links as clear, descriptive text so people understand where they go.

Avoid vague link text such as:

click here
read more
this link

To learn how to write clear and descriptive link text, read our guidance on writing good link text

Using web addresses (URLs)

For online reading

Avoid showing full web addresses (URLs) if the document is mainly for online reading. They can interrupt the flow and make content harder to read.

Use descriptive, meaningful link text instead.

For reading online and in print

If your document is intended to be shared both online and in print, include URLs with your link text so people can still use them offline.

You can include URLs:

in the main text
in a links appendix at the end of the document

Choose the option that keeps your document clear and easy to read.

Adding web addresses (URLs) in the main text

If you include URLs in the main text:

explain what the link is
use short, meaningful link text
include the link text before the URL as a selectable link
present the URL as plain text nearby (do not make it a selectable link)
put the link text and URL on a separate line if clearer
remove unnecessary parts such as “http://” or “https://”

If the web address is long, use a short, readable version where possible.

Council staff can request a short URL for council websites. Contact the Communications and Marketing team to request a short URL.

Example:

To report a problem with your road, go to the:

Highways Hub
nottinghamshire.gov.uk/highways

Adding URLs in a links appendix

If adding URLs in the main text makes the document harder to read, include them in a links appendix at the end.

This helps people using printed copies to still access links.

See an example of a links appendix in one of our Easy Read library documents.

For print-only documents

If your document is only for print, such as a leaflet or poster, include the web address in the main text.

Make sure the URL:

is short and easy to copy
includes a short description
does not include “http://” or “https://”

Example:

'Read about Universal Credit: www.gov.uk/universal-credit'

Printed materials containing QR codes

Always include a web address alongside QR codes.

This ensures people who cannot scan QR codes can still access the content.

Link to web pages, not documents

Avoid linking directly to documents such as PDFs.

Links to files are more likely to break if the document is updated.

Instead, link to the web page where the document is hosted

For example, use a landing page like one for a document in our Easy Read document library.

Copying links from Microsoft Edge

When you copy and paste a link from Microsoft Edge, it may appear as descriptive text.

Check and edit this text so it:

explains where the link goes
uses the organisation name instead of the web address

For example, Edge may paste: 'How to write hyperlink text for better web accessibility (scope.org.uk)'

You could change this to:

Online reading only: 'How to write hyperlink text for better web accessibility (Scope for Business)'
Online and print: 'How to write hyperlink text for better web accessibility - Scope for Business (scope.org.uk)'

Learn more about URL copy and paste behaviour in Microsoft Edge (Microsoft Support)

ScreenTips or 'hover over' link text

ScreenTips show extra information when you hover over a link.

Do not use ScreenTips for important information.

people may not notice them
they may not be read consistently by screen readers
they are not available on mobile devices
they are lost when documents are converted to PDF

How to add and format links

To add a link in Word:

Select the text you want to link.
Rght-click and select Link (or go to Insert, then Link).
Enter the web address in the Address field.
Select OK.

How to check links

Check that all links:

clearly explain where they go
make sense on their own (without the surrounding content)
work correctly

Word’s Accessibility Checker may highlight technical issues, such as full URLs or “click here”.

It will not tell you if link text is clear or meaningful.

Accessibility standards and resources

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

For more guidance on writing links:

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