DOCUMENT ACCESSIBILITY / WORD

Make a Word document easier to read and use

A useful Word document lets people find a section, follow an explanation, and understand pictures and tables. Start with the structure, then check the details before sharing.

Start with the first stepKeep review notes

Word documents (.docx) · Seven practical steps · Reviewed 18 September 2026

START HERE

Save a working copy of the editable .docx. These steps focus on Microsoft 365; labels and features vary between Windows, Mac, and Word for the web. Windows paths apply to that version.

Work through your Word file

STEP 01

Give the document a clear outline

Heading styles let readers move between sections. Larger or bold text alone does not create that structure.

  1. Write a descriptive title. Apply Title to it, then use Home > Styles to apply Heading 1 to main sections and Heading 2 to their subsections.
  2. Choose heading levels for the relationship between sections. Change a style's appearance if needed, and avoid jumping from Heading 1 straight to Heading 3.
  3. In Word for Windows, open View > Navigation Pane and select Headings. Look for missing sections, empty headings, or items nested under the wrong parent.
  4. Keep section headings in the main document body. The Windows Navigation pane does not show headings inside tables, text boxes, headers, or footers.

Check it: Read just the headings. Can you understand the outline and find the section you need?

Microsoft: Use the Navigation pane in Word · W3C: Organizing a page using headings

STEP 03

Explain what pictures and charts contribute

A description should explain what the image contributes. A filename or generic label rarely helps.

  1. Open the image's Alt Text pane. Describe its purpose and relevant details in context; review any automatically generated wording before keeping it.
  2. Mark purely decorative visuals as decorative when they add no information. Keep meaningful images and diagrams when they help explain the subject.
  3. For a chart or complex diagram, add a short description and put the fuller explanation nearby. Include the important values, relationships, or sequence, using a data table when that makes the information clearer.
  4. Place an image near the paragraph that introduces it. Use In Line with Text where practical so it sits in the document's normal reading sequence.

Check it: Read the surrounding explanation and description without looking at the picture. Is any information needed for the task missing?

Microsoft: Writing effective alt text · W3C: Complex images · Microsoft: Reading text boxes and images

STEP 04

Keep data tables straightforward

Readers need to know what each value refers to. Clear labels and simple cells help them follow the data.

  1. Create real tables with Insert > Table for related data. Use paragraphs and styles for page layout, and replace screenshots of tables with editable data.
  2. Give each column a clear heading and enable Header Row in the table's design options. Split complicated tables into smaller ones instead of merging, splitting, or nesting cells.
  3. In Word for Windows, select the first row and choose Table Layout > Repeat Header Rows. This repeats labels across pages; still test how headers are announced with the reader's software.
  4. Introduce the table in the surrounding text. Explain abbreviations and use 'Not available' or another accurate label when a blank cell would be ambiguous.

Check it: Move through the cells in order. Can you identify the correct column for every value, including after a page break?

Section508.gov: Word 365 authoring and testing guide · Microsoft: Repeat table headers

STEP 05

Make reading comfortable

Clear spacing, readable text, and correct language settings help people follow the content visually or with speech.

  1. Use a familiar, legible font and comfortable spacing. Set paragraph spacing in Word instead of adding repeated blank lines. Check that text remains readable when enlarged.
  2. Choose text and background colors with strong contrast. Add words or symbols when color carries meaning, such as 'Overdue' beside a red date.
  3. Keep essential instructions in the main body. Floating text boxes and header or footer content can require separate navigation, so repeat any essential information in the relevant section.
  4. Set the text's language, including passages in another language. On Windows, select the relevant text and use Review > Language > Set Proofing Language.
  5. Try a narrow window or phone view. Inspect wrapping and tables; if readers must repeatedly scroll sideways, simplify the layout and keep the editable version available.

Check it: Enlarge the document and read a complete section. Check for clipped text, awkward wrapping, and language settings that do not match the words.

Microsoft: Accessible Word documents · Microsoft: Change proofing languages · Microsoft: Reading text boxes and images

STEP 06

Use the checker, then read it yourself

Automated checks catch some problems, but a clean result does not establish accessibility or conformance. Meaning and usability still need human judgment.

  1. Open Review > Check Accessibility. Work through the findings, read why each item matters, and check the document again after making changes.
  2. Review descriptions, link labels, heading relationships, and color-coded information yourself. Do not accept generated alt text simply because the field is filled in.
  3. Listen with Read Aloud to catch confusing sentences. For assistive-technology checks, use a screen reader or ask someone familiar with one to navigate headings, links, images, and tables.
  4. Check the actual reading sequence, especially around pictures and text boxes. A visual inspection or Read Aloud pass alone does not test every screen-reader interaction.

Check it: Can someone locate a section, understand a chart, and follow a link without relying on the page's visual arrangement?

Microsoft: Accessibility Checker rules and limitations · Microsoft: Reading text boxes and images

STEP 07

Preserve the work when you share

Conversion can change structure. Inspect the file people will actually receive, even when the source has been checked.

  1. Save the checked .docx with a descriptive filename. Keep it as the editable source for future changes, and offer it when that format suits your readers.
  2. For PDF in Windows, use File > Save As or Save a Copy. Choose PDF, open Options, and enable Document structure tags for accessibility.
  3. On Mac, select PDF as the file format and choose Best for electronic distribution and accessibility. This option uses Microsoft's online conversion service.
  4. In Word for the web, use the PDF download option under File > Save As. Use the documented PDF saving route rather than a print-to-PDF workaround.
  5. Open the exported PDF and check its tags, reading order, headings, links, and image descriptions. Correct recurring issues in Word and check again after exporting.

Check it: Open the exact attachment or download you plan to share. Verify its content and access, not just the working copy.

Microsoft: Create accessible PDFs · Microsoft Learn: Word PDF accessibility

What that looks like in practice

A section someone can find

Before

'Applying for support' is bold, 18-point text with the Normal style.

Try this

'Applying for support' uses Heading 1; 'Documents to bring' uses Heading 2 beneath it.

The section has a navigable structure as well as a visual label.

A chart with an explanation

Before

Alt text: 'Chart1.png'.

Try this

Alt text: 'Workshop attendance increased each month from April to June. Monthly figures follow.' The nearby table lists April: 12, May: 18, June: 25.

Readers get the trend and can look up each value.

When something still isn’t working

A heading is missing from the outline.

Check its style and location. On Windows, headings inside tables or text boxes do not appear in the Navigation pane.

A page looks right but reads in a confusing order.

Move essential text into body paragraphs and place related images inline near their explanation. Retest the sequence.

A table uses merged cells to group several categories.

Create separate, clearly titled tables with simple column headings, preserving all the data.

The PDF lost structure during conversion.

Return to the checked Word source, use an export route that retains tags, and inspect the new PDF.

Go to the original instructions

App menus and features can change. Use the instructions for your version, then check the file people will receive.

Original explanations and examples informed by these references. This guide supports practical checks; it does not replace a complete accessibility evaluation.