How to make Word documents accessible

Layout and reading order

Use a clear, consistent layout and reading order so people can read, understand and navigate your document easily.

On this page

Choosing page orientation

Use portrait orientation wherever possible.

This is because:

  • shorter line lengths are easier to read
  • portrait works better on mobile devices

Use landscape only when needed, for example, for wide tables or large images.

Do not mix portrait and landscape in the same document. This can make documents harder to read and navigate, especially on mobile devices or when using assistive technologies.

Format text for readability

Make text easy to read.

Do:

  • keep text horizontal (left to right) and left-aligned
  • use a common font such as Arial, Verdana, Calibri or Helvetica
  • use a font size of 12 or larger (14 recommended for readability)
  • ensure good colour contrast (for example, dark text on a light background)
  • use text labels as well as colour to show meaning
  • format headings using Word heading styles

Avoid:

  • decorative fonts such as Comic Sans or Brush Script
  • narrow or condensed fonts such as Arial Narrow or Impact
  • italics, block capitals or underlining (unless it's a link)

Setting margins

Use consistent margins to improve readability.

Margins are the space between the text and the edge of the page.

Do: 

  • use the same margins throughout the document
  • use Word’s default margins (2.54 cm) unless there is a clear reason not to

Margins help keep line length comfortable for reading and prevent content from being cut off when printed.

Using columns correctly

Columns place text side by side in multiple vertical sections on a page.

Avoid using columns where possible, especially for documents intended to be read online.

Columns may be useful in some printed layouts, but they can make content harder to read on smaller screens and for screen reader users.

If you need to use columns, use Word’s Columns tool.

Select Layout, then Columns.

Do not:

  • create columns using spaces or tabs
  • use tables to simulate columns

Adding headers and footers

Headers and footers are areas at the top and bottom of each page and can help people navigate a document.

They may include:

  • a document title
  • page numbers
  • dates

However:

  • they are not always read by assistive technologies (for example, screen readers)
  • they may not be visible in all views or on all devices

Do:

  • add them using Insert, then Header or Footer
  • keep content consistent across pages
  • use standard page numbering (for example, Page 1 of 3)
  • avoid Roman numerals

Also:

  • repeat any important information in the main body (except page numbers)
  • add alternative text for images with information, such as logos
  • mark decorative images as decorative

Avoid watermarks

Avoid using watermarks where possible. 

Watermarks can make content harder to read and may not be read correctly by assistive technologies.

Instead, include ‘Draft’ or ‘Confidential’ in the main text.

If a watermark must be used:

Using footnotes and endnotes

Footnotes and endnotes are used to add extra information or references without interrupting the main text.

Footnotes appear at the bottom of the page. Endnotes appear at the end of the document.

Use them for:

  • references or sources
  • additional explanations
  • links or supporting information

Do not create footnotes or endnotes manually. Use Word’s built-in tools when adding footnotes and endnotes.

Do: 

  • select References , then Insert Footnote or Insert Endnote
  • follow the guidance for links if adding web links.

This ensures they are structured correctly and can be read by assistive technologies.

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.