Accessibility Checklist for Word

Creating accessible Word documents ensures everyone can read and understand your content, including people using screen readers or other assistive technologies. Use the fast review for quick fixes, the full checklist for best practices, and the downloadable cheat sheets for step-by-step help on Windows or Mac.

✅ Fast Review

Quick fixes to make any Word file more accessible.

Set document title, author, and language (File > Info > Properties).
Use heading styles in the correct order (Heading 1 → Heading 2 → Heading 3).
Add alt text to meaningful images or mark them decorative.
- Tip: Use ASU’s Alt Text Generator to help create alt text.
Ensure strong color contrast; don’t rely on color alone.
Write descriptive link text (not “Click here”).
Keep tables simple; identify header rows and avoid merged cells.
Run Word’s Accessibility Checker (Review > Check Accessibility).

📖 Full Checklist

🧩 View the full best practices list.

Structure & Formatting

Use proper heading levels (Heading 1 only once, followed by Heading 2, Heading 3, etc.).
Apply built-in styles for lists, emphasis, and body text.
Choose accessible fonts (Calibri, Arial, Verdana, Helvetica) at 12 pt or larger.
Add a Table of Contents for longer documents to support navigation.

Images & Visuals

Provide alt text or mark images as decorative.
Include captions or nearby long descriptions for complex visuals (charts, diagrams).
Avoid SmartArt, floating text boxes, and layout tables that disrupt reading order.

Tables

Use tables for data, not layout.
Identify header rows (and first column if needed).
Keep table structures simple (no merged or blank cells).

Navigation & Sharing

Write clear, descriptive link text that makes sense out of context.
Place important information in the document body, not only in headers/footers.
Save as an accessible PDF (use “Save As PDF,” not “Print to PDF”).

⚡ Quick Verification

Easy tools to double-check your Word document before sharing.

Run Word’s Accessibility Checker and resolve flagged issues.
Confirm heading structure is logical and sequential.
Tab through the document to check focus order and navigation.
Verify all images/graphics have alt text or are marked decorative.
Confirm strong color contrast for text and backgrounds.
Check links are descriptive and match their destination.
Review that tables are simple, with header rows identified.

📎 Cheatsheet Downloads

Step-by-step instructions with visuals and keyboard shortcuts.