How to make Word documents accessible

Links and link text

Check that link text in your Word document clearly describes where the link goes and is meaningful to your reader.

Let people know what document links do

Links in documents are usually underlined and shown in a different colour from regular text. They work best when written as descriptive and meaningful text.

This helps everyone, especially people using screen readers. Screen readers can scan and read out a list of links instead of reading the entire document.

Learn how to write good link text

Using web addresses (URLs) in documents

For online reading

Avoid showing full web addresses (URLs) if the document is mainly for online reading. URLs can be long, contain symbols, and be difficult to read, especially for screen reader users.

Use descriptive, meaningful, selectable link text instead.

For online reading and print

If your document will be used both for online reading and in print, you can include URLs in one of two ways:

in the main text
in a link appendix

Choose the option that works best for how the document will be used.

Adding web addresses (URLs) in the main text

If adding web addresses (URLs) in the main text:

add text that explains what the link is
include selectable link text before the URL
put the link text and URL on a separate line, not inside a paragraph
present the URL as plain text (do not make it selectable)
keep the URL short and meaningful, for example, 'nottinghamshire.gov.uk/floodinggrants'
remove unnecessary parts such as http:// (and www in most cases)

For example,

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

Highways Hub
(nottinghamshire.gov.uk/highways)'

If the web address is long, use a URL shortening service.

Council staff can request a short URL for council websites. Contact us about requesting a short URL.

Adding URLs in a links appendix

Adding URLs near selectable link text can sometimes make a document hard to read.

If it suits your document better, add all URLs in a section at the end (a links appendix). This allows people using printed copies to still access the links.

For example, see the links appendix in Early years support for children under 5: easy read.

For print-only documents

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

Make sure the URL

is short, meaningful and easy to copy
does not include 'http://'
includes a short description explaining what it links to

For example, 'Read more about Universal Credit at www.gov.uk/universal-credit'.

Printed materials containing QR codes

Always include a web address alongside QR code images. This ensures access for people who cannot or do not use camera phones.

Link to web pages, not other documents

Avoid linking directly to documents such as PDFs, as these links are more likely to break if the document is updated.

Instead, link to the web page where the document is hosted, such as a page in the Easy Read document library.

Pasting links from Microsoft Edge browser

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

Check and edit this text so it matches our link style guidance.

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 in Word display additional link information as a pop-up. This text may also be read out by screen readers.

They are mainly visible on desktop when hovering with a mouse or tabbing through links using a keyboard.

Avoid adding important information to ScreenTips. Well-written link text should already include enough context.

ScreenTips can reduce accessibility because:

desktop users may not notice them or may find the pop-up blocks content
screen reader users may miss them depending on how links are read
mobile users usually cannot see them at all

ScreenTips are also lost when a Word document is saved or exported as a PDF.

How to add and format links

Select the text you want to link.
Right-click and select Link (or go to Insert, then Links, then Link).
In the 'Insert Hyperlink' window, add the URL in the 'Address' field.
Select 'OK'.

How to check links

Check that all links clearly explain where they will take the reader.

Word’s Accessibility Checker only checks links for issues such as colour contrast, use of “click here”, or full URLs. It does not check whether links make sense in context.

Make sure each link includes enough information to be understood on its own.