Make your Word documents accessible to everyone with Accessibility Assistant

This guide provides step-by-step instructions and best practices to ensure your Word documents are accessible, making your content available to everyone.

Accessibility Assistant helps you to address accessibility issues as you write your document. It guides you on how to add an alt text to images, allowing people using screen readers to understand the image content. Additionally, it provides tips on using fonts, colors, and styles to make your Word documents more inclusive.

Note: Accessibility Assistant is now available exclusively for Microsoft Word on Windows. The features and instructions mentioned in this article apply only to the Windows version of Microsoft Word.

Check accessibility while you work in Word

The Accessibility Assistant is a tool that reviews your content and flags accessibility issues in your document. In Word, the Accessibility Assistant automatically runs in the background, detecting accessibility issues and sending reminders in the status bar.

Select Review and then Check Accessibility to open the accessibility pane, where you can review and fix accessibility issues.

To use the features described in this article, open a new document in Word or access an existing one.

Use accessible font colors

The text in your document should be easy to read, with enough contrast against the background color.

Go to the Home tab or press Alt+H.
In the Font group, select the arrow next to Font Color.
To see only the colors that have enough contrast, select the High-contrast only and toggle to turn on high-contrast mode.

Notes:

When you hover over any color choice in the color picker, a tooltip will indicate whether the selected color has low or good contrast with the background.
The Accessibility Assistant flags text colors with poor contrast and provides suggestions to improve them.

Add alt text to the visuals 

Alt text helps users who are blind or have low vision understand the content of visual elements. These visual elements include pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

Select the image, video, or any other visual content in the document.
Right-click the visual content and choose View Alt Text from the context menu.
In the right pane, select Alt Text, type a description for the visual content in one or two sentences.

Note: If the visual content is decorative, then select Mark as decorative.

Tips:

Avoid using images with text to convey essential information. If you do, put the same text in the document.
Use alt text to briefly describe the image and text, and why they are there.
Write an accurate and short alt text that explains the content and function of the image.
A few words are often enough. Don't write more than a sentence or two.
Don't repeat the text around the image; use "a graphic of" or "an image of."
For audio and video, use alt text and closed captions for those who are deaf or have a hearing disability.
Make diagrams into pictures and add alt text. Avoid grouping objects in diagrams, as they will remain in tab order.

Use table headers

Use a simple table structure with column headers. Nested tables, empty cells and merged or split cells may confuse the reader, making it hard to convey useful information.

On the Insert. tab, select Table.
Select the number of rows and columns by dragging your cursor over the grid.
Once the table is inserted, select the first row of the table.
On the Table Design tab, select Header Row in the Table Style Options group.
This sets the first row as the header row.

Avoid using fixed-width tables 

Using fixed-width tables in Word files can cause several accessibility issues. They don't adjust well to different screen sizes or zoom levels, making content hard to read on mobile devices or when zooming in. Screen readers may also struggle with the fixed structure, leading to confusion for people who are blind or have low vision. Use flexible widths for better accessibility and to ensure a clear table structure.

To create a flexible width table:

Select the entire table.
On the Table Layout tab, select AutoFit in the Cell Size group.
Select AutoFit Window to fit between page margins, or AutoFit Contents to fit text within cells.

Use the built-in title, subtitle, and heading styles 

Use the built-in title and subtitle styles for your document's title and subtitle. These styles are designed to be easily scanned both visually and with assistive technology. Headings should provide a well-defined structure and serve as navigational landmarks

Select the text that you want to format as a title.
Select the Home tab or press Alt+H.
Choose the required style from the Styles group.

Note: Organize headings in the prescribed logical order; do not skip heading levels. For example, use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2.

For step-by-step instructions on using headings and styles, see Improve accessibility with heading styles. 

Create paragraph banners

In Word, a paragraph banner is a visual element often used to emphasize or highlight a specific paragraph within a document. It typically consists of a horizontal line, or a decorative border placed above or below the paragraph.

This formatting technique helps draw attention to the paragraph, making it stand out from the surrounding text. Paragraph banners can be customized with different line styles, colors, and thicknesses to suit a document's design and purpose. 

Select the text that you want to customize.
On the Home tab, select the down arrow next to Shading in the Paragraph group.
From the Shading menu, choose the desired color from the options provided.

Add accessible hyperlink text and ScreenTips

People who use screen readers have the option to scan a list of links in the document. Links should convey clear and accurate information about the destination. You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink. 

For the step-by-step instructions on how to create accessible hyperlinks and ScreenTips, go to Create accessible links in Word and Create or edit a hyperlink. 

Highlight the text or picture to add a link to.
On the Insert tab, select Link, or press Ctrl+K.
To link an existing file or web page:
- Select Existing File or Web Page in the Link to section.
- Enter the webpage's address or select a file to link to.
To link a place in the same document:
- Select Place in This Document in the Link to section.
- Select Headings or Bookmarks to link to from the list of locations within the document
In the Text to display field, provide definitive and accurate information about the link destination and select OK.

Note: Avoid using link texts such as “click here,” “see this page,” “go here,” or “learn more.” Instead, include the destination page's full title.

Create accessible lists 

To make documents easier for screen readers, use small chunks like bulleted or numbered lists. Avoid plain paragraphs in the middle of lists to prevent confusion. This ensures accurate navigation and enhances readability for all users.

Bulleted List:

Place your cursor where you want to start the bulleted list.
Go to the Home tab or press Alt+H.
Select Bullets in the Paragraph group.
Type your list items. Press Enter after each item to create a new bullet point.

Numbered List:

Place your cursor where you want to start the numbered list.
Go to the Home tab or press Alt+H.
Select Numbering in the Paragraph group.
Type your list items. Press Enter after each item to create a new numbered point.

Multilevel List:

Place your cursor where you want to start the multilevel list.
Go to the Home tab or press Alt+H.
Select MultilevelList in the Paragraph group.
Choose the type of multilevel list to create from the list styles provided.
Type your list items. Press Enter after each item to create a new point. To create a sub-level item, press the Tab key before typing.

Adjust the spacing between sentences and paragraphs

Text can appear to “blend together” on a page (the lines of text squeeze into each other). To make reading easier, you can increase the line spacing between sentences and add space before or after paragraphs.

Select one or more paragraphs to adjust the space.
Go to the Home tab or press Alt+H.
In the paragraphs group, select Line and Paragraph Spacing.

Note: It is recommended to use a line spacing of 1.5 in the Word file.
From the dropdown menu, select the desired line and paragraph spacing.

For more info, see Adjust indents and spacing in Word. 

Test accessibility with an Immersive Reader

Immersive Reader in Microsoft Word enhances readability with features like Read Aloud, Text Spacing, Syllable Breakdown, and Line Focus.

On the View tab, select Immersive Reader.

For more information, see Use Immersive Reader in Word.