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Word Documents and Digital Accessibility

About Microsoft Word documents

A Microsoft Word document is a file created with a word processing program—most commonly Microsoft Word—that allows users to create, edit, and format written content. Word documents typically use the .doc or .docx file extensions and can include text, images, tables, charts, and other media. They are used for everything from simple letters to complex reports, brochures, and publications.

Key features and common uses

  • Word processing tools: Word provides a robust environment for writing and editing documents such as essays, resumes, homework, reports, and letters.
  • Rich formatting options: Users can customize text appearance through fonts, sizes, colors, alignment, bold, italics, and spacing, making it easy to create visually polished content.
  • Multimedia and layout capabilities: Documents can include images, charts, tables, shapes, and SmartArt, enabling creation of brochures, newsletters, and other structured layouts.
  • Templates for quick start: Pre-built templates for flyers, planners, newsletters, and formal documents help users begin with well-designed formatting.
  • Collaboration features: Modern versions of Word allow multiple authors to collaborate with tracked changes, comments, and shared cloud editing.
  • Grammar, spell-check, and editor tools: Built-in writing assistance helps identify grammar issues, spelling errors, clarity problems, and tone suggestions.

Microsoft Word and accessibility

Microsoft Word includes tools and features designed to help authors create documents that are accessible to people with disabilities. The Accessibility Checker, Immersive Reader, Dictation, and Automatic Alt Text all support the creation of readable, navigable, and properly structured content. When exporting to PDF, Word can also apply tags for headings, lists, and tables to improve accessibility in the final file.

Key accessibility tools in Word

  • Accessibility Checker: this tool scans the document and flags issues categorized as:
    • Errors: content that is impossible for some users to access.
    • Warnings: content that may be difficult to access.
    • Tips: suggestions to improve usability. (Each issue includes an explanation and recommended fix.)
  • Immersive Reader: supports users who benefit from text-to-speech, adjustable spacing, enhanced focus, or simplified page views.
  • Dictation: Allows speech-to-text so users can create content without typing.
  • Automatic alt text: Applies machine-generated descriptions to images, which can then be edited for accuracy.
  • Accessible PDF export: Word improves tagging for headings, tables, lists, and shapes when exporting.

Best practices for accessible Word documents

Below is a consolidated guide to the most important techniques for producing accessible Word documents.

  1. Use headings and built-in styles
    • Apply Title, Subtitle, and Heading 1–6 styles instead of manually formatting text.
    • Keep heading levels in a logical order (Heading 1 → Heading 2 → Heading 3).
    • Break large sections into smaller pieces with meaningful headings.
    • Headings improve navigation for screen readers and help preserve structure when exporting to PDF.
  2. Avoid using tables when possible
    • Use headings, paragraph banners, or simple lists instead of tables for layout or spacing.
    • Fixed-width tables can cause readability issues for users with magnification tools and on mobile screens.
    • If a table is necessary:
      • Use a simple grid without merged, split, or nested cells.
      • Include a clear header row.
      • Ensure no blank rows or columns.
      • Check that tables display properly on mobile and do not require horizontal scrolling.
      • Use the Accessibility Checker to validate structure.
  3. Add alternative text (alt text) to visuals
    • Provide alt text for images, charts, shapes, SmartArt, embedded objects, and videos.
    • Describe the content and purpose of the visual concisely—usually a sentence or less.
    • Avoid starting with phrases like “Image of…”; screen readers already indicate this.
    • If an image contains text, repeat that text in the body of the document.
    • For grouped diagrams, consider flattening into a single image to simplify navigation.
  4. Use clear, accessible text
    • Use readable sans-serif fonts like Arial, Calibri, or Verdana, generally at 11 pt or higher.
    • Avoid all caps, excessive italics, or long underlined passages.
    • Use adequate line spacing and paragraph spacing for readability.
  5. Use accessible font colors and high contrast
    • Choose text colors that maintain sufficient contrast with the background.
    • Use the Automatic font color setting for best results with high-contrast mode.
    • Do not rely on color alone—pair color with labels or icons (e.g., checkmarks and Xs).
    • Use tools like the Accessibility Checker or a color contrast analyzer to verify contrast levels.
  6. Create accessible hyperlinks
    • Write hyperlink text that describes the destination (“Financial Aid Policies” instead of “Click here”).
    • Avoid breaking links across lines within tables.
    • Add ScreenTips to provide additional context when users hover over the link.
  7. Use proper lists
    • Use Word’s built-in bullet and numbering tools rather than manually typing symbols.
    • Keep lists intact—avoid placing a plain paragraph in the middle of a list.
    • Lists help screen readers provide correct count and order information.
  8. Avoid important information in headers or footers
    • Screen readers often skip headers and footers.
    • Place essential information (titles, instructions, page numbers) in the main body of the document.
    • Redundant information may be included in headers/footers if helpful.
  9. Test with Immersive Reader

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