Welcome to the How to Make an Accessible Document in Microsoft Word series, brought to you by the U.S. General Services Administration (GSA).

This training is part of GSA’s accessibility program and is designed to help you create Section 508-compliant Word documents. You may be more familiar with WCAG—the Web Content Accessibility Guidelines—which form the basis of Section 508. By following these standards, you’ll improve readability, navigation, and compatibility with assistive technologies, ensuring your Word documents are accessible to all.

About the Word Series:

This 13-part series, developed by the Accessible Electronic Document Community of Practice (AED COP), covers essential steps to make your Word documents accessible. Most modules are under five minutes, with Module 5 being the longest at approximately fifteen minutes.

Looking for a Fast Track Read?

WebAIM offers a helpful article on Creating Accessible Documents covering the basics to get you started quickly.

Module 0: Introduction & Background

This module gives an overview of the AED COP and key topics covered in the series.

• Watch Module 0
• Video Playtime: 3:33

Module 1: Save as a Word Document (.docx) with a Descriptive Filename

Learn how to create a clear and descriptive file name that helps everyone, including people with disabilities, easily find and open your document.

• Watch Module 1 One
• Video Playtime: 2:59

Module 2: Use Styles to Create Headings

Learn how to use built-in styles to add headings and formatting, making it easier for assistive technology to understand your document’s structure and content.

• Watch Module 2 Video
• Video Playtime: 3:04

Module 3: Use Built-in Features to Create Lists

Learn how to use lists to organize content so assistive technology can recognize grouped information and convey the relationship between list items.

• Watch Module 3 Video
• Video Playtime: 3:59

Module 4: Use Built-in Features to Organize Content

Learn how to use the built-in columns tool to structure content properly and ensure it is read in the correct order.

• Watch Module 4 Video
• Video Playtime: 4:19

Module 5: Use Built-in Features to Create Layout and Data Tables

Learn how to use built-in features to create layout and data tables, ensuring assistive technology can read and present the information correctly.

• Watch Module 5 Video
• Video Playtime: 15:30

Module 6: Identify Distinct Languages

Learn how to use proofing language settings to set the document language, allowing assistive technology to read and pronounce content correctly.

• Watch Module 6 Video
• Video Playtime: 2:41

Module 7: Create Unambiguous Names for Links

Learn how to add links with unique and descriptive names so assistive technology users can easily understand their purpose and destination.

• Watch Module 7 Video
• Video Playtime: 3:33

Module 8: Duplicate Vital Information in Headers, Footers and Watermarks

Learn how to make vital information in headers, footers, and watermarks accessible to assistive technology.

• Watch Module 8 Video
• Video Playtime: 2:19

Module 9: Create Accessible Images and Other Objects

Learn how to add alt text to images and other objects so assistive technology can provide meaningful descriptions of visual content.

• Watch Module 9 Video
• Video Playtime: 6:04

Module 10: Create Accessible Textboxes

Learn how to make text boxes accessible by placing them “in line with text” so assistive technology can read their content.

• Watch Module 10 Video
• Video Playtime: 2:00

Module 11: Use Color and Other Sensory Characteristics Plus Text to Convey Meaning

Learn how to use color, size, shape, and location effectively to convey meaning without relying solely on visual cues.

• Watch Module 11 Video
• Video Playtime: 2:39

Module 12: Create the Required Color Contrast

Learn how to choose colors with sufficient contrast and use a tool to ensure your text meets accessibility standards.

• Watch Module 12 Video
• Video Playtime:4:37

Module 13: Create Accessible Embedded Files

Learn how to embed audio, video, and multimedia files in your document to ensure equal access for individuals with disabilities.

• Watch Module 13 Video
• Video Playtime: 2:11

Additional Resources:

• VCSU One Stop Resource Hub
• VCSU One Stop Toolkit
• Microsoft: Make your Word documents accessible