How to make Word documents accessible

Write clear content

Use clear, easy-to-understand writing so people can quickly find, understand and use your information without needing help.

On this page

Why clear writing matters 

People should understand what your document says and what they need to do the first time they read it.

If your writing is unclear, people may:

  • struggle to find what they need  
  • misunderstand what to do  
  • contact you for help or ask for clarification

Clear writing helps people:

  • understand information quickly
  • find what they need
  • avoid confusion and mistakes

Make your content easy to understand

Use these approaches to make your content easier for people to read and understand.

  • Use plain English (simple words and short sentences).
  • Structure content so it is easy to scan.
  • Use headings and lists to break up content.
  • Use clear, descriptive links.

This helps more people, including those using assistive technology or reading on smaller screens.

Read our guidance on writing accessible web content

Provide text alternatives

Provide text alternatives where needed so people do not miss important information.

Examples include:

  • adding alt text for images that add information
  • providing descriptions for complex images, like charts or diagrams
  • using a short web address (URL) alongside a QR code

Read our guidance on:

Show text as text

Avoid using images to show text. Use real text instead.

Examples include:

  • a screenshot, such as an event flyer with details
  • complex infographics or flow charts
  • a quote

If you must use an image with text, include the same text as real content nearby.

It is fine for an image to include text if it is decorative or not the main source of information.

Check written content

Check your document content using manual and automated methods.

Check content manually

Ask someone unfamiliar with the topic to read your content. Check that they can understand it and know what to do.

Check content using automated tools

Use Word’s built-in tools in the Review tab:

  • Check Accessibility – checks text contrast, image alt text, tables and document structure
  • Editor (Insights, then Document Stats) – checks grammar, spelling and readability

Do not rely only on automated tools. They may miss problems or give misleading results, especially for images. Always check the content yourself.

For a full list of manual checks, go to Create an accessible Word document (checklist).

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.