How to make Word documents accessible

Links and link text

Check any link text in your Word document clearly describes where the link will go.

On this page

What links and link text do

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

This helps all people, especially screen reader users because they can quickly skip through a list of links instead of reading a whole document.

Let people know what a link will do

Let people know what will happen or where they will go when selecting a link. Make it clear if a link goes to:

  • content from an outside source, like (GOV.UK)
  • a system that's different to a standard web page, like [Microsoft Forms]
  • a different content format, like a [PDF] or other document file
  • non-text content, like a [YouTube] video or [SoundCloud] audio podcast 
  • content with barriers to access, like [requires a login]
  • an email address which can open an application the user does not want to use

You may have to restructure or reword content which contains links to better meet these recommendations. 

Learn more about how to write good link text

Using web addresses (URLs)

Normally we recommend you avoid directly display web addresses (URLs) in documents, especially if they are meant mainly for reading online. 

URLs can be long, interrupt reading flow and be confusing for screen reader users.

If your document is meant to be read online, but must also be printed for some users, you may want to include the plain URL next to the link text. A plain URL is simple, unformatted text that is not a selectable hyperlink.

For example, 'To report a problem with your road, go to the Highways Hub (nottinghamshire.gov.uk/highways)'.

Plain URLs can also be used:

  • at the end of the document in an addendum or appendix, like for an Easy Read document that may also be printed.
  • in an event flyer or leaflet meant only for print
  • near a QR (quick response) code image

The decision to use URLs in a document must be determined on a case by case basis.

If you use a URL, it should be: 

  • meaningful and short, for example, www.nottinghamshire.gov.uk/floodinggrants
  • included with text descriptions to give the link context, for example. "Read more about Universal Credit at www.gov.uk/universal-credit"
  • put along side QR code images for those unable to use camera phones

The URL should not contain:

  • 'https://'
  • unhelpful characters or symbols, words or long paths, like 'www.nottinghamshire.gov.uk/education/school-admissions/schools-information/schools-information-previous-year-2?id=9241'

If the URL is long or might be difficult for a person to remember or copy easily, you must use a URL shortening service.

Do not create a short URL directly to an online document, like a PDF, because they are more likely to break when updated. Link to the the web page the document is on instead, like for easy read documents in our Easy Read Library.

If you work for the council, we have our own URL shorting service for our website. To discuss creating a short URL to use in your document, contact the Communications team (internal link).

Pasting URLs from Microsoft Edge browser

Sometimes when you copy and paste a URL from Microsoft Edge browser it will display as a descriptive link by default. Make sure you alter this text so it's consistent with our style recommendations.  

For example, consider the following link pasted from Edge: 'How to write hyperlink text for better web accessibility (scope.org.uk)'

Depending on the document's audience, you may need to edit the text like this:

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

ScreenTips ('hover over' link text)

ScreenTips in Word provides additional link information to users in the form of a visual pop-up or additional text read out to screen readers.

It's usually visible when a mouse hovers over a link or you tab through links with a keyboard on desktop.

Avoid adding additional link information to ScreenTips. Link text in content that's been optimised for accessibility - with enough context in the link text - shouldn't need it.

Also, ScreenTips only appear in Word. They do not appear automatically if you export or save a Word document to a PDF format. 

Why using ScreenTips could hurt accessibility

  • Desktop users may not find it helpful or know it's there - the pop-up text may also get in the way of visible content on a page.
  • Screen reader users may miss ScreenTips entirely depending on how links are read out. 
  • Mobile users typically cannot view them - if you hide important text in ScreenTips, you exclude these users entirely. 

How to add and format links

  1. Select your text to link to in your content
  2. Right-click, then find and select 'Link' (or go to the 'Insert' tab, 'Links' section and 'Link').
  3. In 'Insert Hyperlink' window, add the URL in the 'Address' field. 
  4. Select 'OK'.

How to check links

Check that any links in your document clearly explain where they will take the user.

Word's Accessibility Checker will only check links for things like colour contrast, using "click here" or a full URL It will not check if links make sense. 

You need to make sure there is enough context 'within' your link text to make sense if the link were on its own. 

Related resources

Guidance on writing links

Web Content Accessibility Guidelines about links