Accessibility Checklists for Word

• Creating accessible documents ensures everyone, including people with disabilities, can read and understand your content. This guide provides both a quick checklist and a detailed checklist for Word to help you get started. For more detailed guidance, check out VCSU’s Digital Accessibility landing page in One Stop.

Quick Checklist for Word  

Document Info

• Ensure the title, author, language, and keywords are filled out.

Check Accessibility 

• Use the Accessibility Checker to find and fix issues like missing alt text, incorrect headings, or low color contrast.

Headings 

• Use proper headings in the correct order. Check this in the Navigation Pane.

Alt Text 

• Add clear and meaningful alt text to all images.

Color and Contrast 

• Use colors with good contrast, and don’t rely on color alone to share information.

Links 

• Write link text that clearly explains where the link goes.

Tables 

• Keep tables simple and mark headers for screen readers.

Keyboard Friendly 

• Make sure tables can be navigated with just the keyboard.

Screen Reader Test 

• Test the document with a screen reader to make sure it’s easy to navigate.

 

Detailed Checklist for Word  

Set Language and Title


• Make sure the document's language and title are set in the file properties. The title should describe the document and not be confused with the file name or main heading.

Add Metadata


• Include information like the author’s name, subject, keywords, and a short description. Metadata helps users organize and find files easily.

Use Proper Headings


• Use Heading 1 for the document title (only one per document).
• Use Heading 2 for main sections.
• Use Heading 3–6 for subheadings. Avoid levels 7–9 (they don’t work well in HTML).

Use Styles for Emphasis


• Don’t rely on color, bold, or italics for emphasis. Use styles like “strong” or “emphasis” instead, as these are recognized by screen readers.

Use Proper List Styles


• Use built-in bullet or number list styles instead of manually typing numbers or symbols.

Choose Accessible Fonts


• Use easy-to-read fonts like Arial, Helvetica, or Calibri. Avoid decorative or script fonts.

Set Appropriate Font Sizes


• Body text should be at least 12 pt. For slides, use at least 20 pt. text.

Add Alt Text for Images


• Write a short description for each image that explains its purpose. For decorative images, mark them as “decorative” or “null.”

Describe Complex Images


• For charts, graphs, or infographics, include a caption and a longer description to explain the details.

Keep Images Inline


• Set images and objects as “In Line with Text” so screen readers read them in the correct order.

Avoid SmartArt and Text Boxes


• SmartArt and text boxes don’t work well with screen readers.  

Check Color Contrast


• Ensure text and background colors have enough contrast for easy reading. Use a contrast ratio of 4.5:1 for regular text and 3:1 for large text (18 pt. or 14 pt. bold).

Don’t Rely on Color Alone


• Use more than just color to convey meaning, like bold text or underlining. Write important points directly in the text.

Make Tables Accessible

• Use tables only for data, not for layout.
• Include clear headers for rows and columns.
• Avoid blank, merged, or split cells.

Write Descriptive Link Text


• Make sure link text explains where the link goes, so it makes sense without the surrounding content.

Avoid Critical Info in Headers/Footers


• Screen readers may not automatically read headers and footers. Place important information in the main body too.

Add a Table of Contents


• For long documents, include a Table of Contents that uses the document’s heading structure to help users navigate.

Test with Accessibility Checker


• Use the built-in Accessibility Checker in Word to find and fix any issues.

Sharing Your Document

• Whenever possible, share the original file format. However, if sharing a PDF is necessary, save the document as an accessible PDF using the “Save as PDF” option, not “Print to PDF.” The latter removes important features like metadata and heading structure.