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Word Quick Guide

Accessibility Checklist for MS Word Documents

  • Use document styles
  • Create a meaningful document title and file name
  • Use descriptive, unique link text (and consistent link styles)
  • Avoid text boxes and watermarks
  • Use real text, not images of text
  • Use appropriate alternative text for meaningful images 
  • Use simple table structures with correct headers for data
  • Don't use color, size, orientation, or visual location alone to convey meaning
  • Double-check your color contrast
  • Use accessible options for simple form elements, and consider a different platform for complex forms
  • Check your language settings if necessary
  • Use the Word accessibility checker, but don’t rely on it exclusively

Accessibility in Word: Detailed Guidance

Note: the following guidance is written for desktop versions of Word. Word Online is missing some of the needed features to support accessibility.

Correct document styles ensure that the semantic features of your document (headings, lists, etc.) are understandable by all readers, not only sighted readers. Document styles are also usually the best way to create extra space on your page.


Headings


Most documents need headings. And headings must be created correctly to ensure accessibility. It is not enough to change the visual appearance of text when creating a heading. You also must ensure that your headings are semantically designated as heading. This means that screen readers (and other assistive technology) will say the word “heading” as well as the heading level when reading the heading text. If headings are not created correctly, this information will not be announced. This can lead to confusion for assistive technology users.

To create a heading, go to the Home tab, then the Styles group (Key commands: Alt, H, L) to access the styles gallery. You may want to click the expand arrow to open the styles gallery dialog box.

Make sure that you use the built-in headings in the Word styles gallery. So, for example, don’t create a new heading style and call it H1. Use the pre-existing Heading 1 style in the styles gallery. You can change the visual appearance of the heading styles in the Word styles gallery if needed. To do this, right click on the style name, and select “Modify.” However, if you are using an agency template, it’s unlikely that you will need to do this.

The main heading for your document (your “title”) should be a Heading 1. Usually, there will only be one Heading 1 in a document. The next level of headings nested under this should be Heading 2. Under this you should nest Heading 3, and so on. When creating headings, be sure not to skip heading levels when going in descending order; however, it is ok to skip heading levels when going in ascending order. So, you might have the following (correct) heading order in your document:

Heading 1

Heading 2

[some Normal text]

Heading 3

[some Normal text]

Heading 4

[some Normal text]

Heading 2

And so on.

Remember that any regular paragraph text (not heading text) should be designated as “Normal” style.

Headings must be visually distinguishable from “Normal” text and from one another. So, Heading 1 should be larger than Heading 2, which should be larger than Heading 3, and so on. It can also be helpful to vary fonts and colors slightly between headings, but it is not necessary. In most cases, you can just use the pre-created heading styles in agency templates from PCS (Publications and Creative Services).

Finally, headings should accurately and briefly summarize the content they introduce. Avoid headings longer than seven words if at all possible.


Spacing


Avoid pressing the Enter key more than once at the end of a heading to add space after the heading. Instead, modify your styles to add space above and below your headings. To do this, go to the Modify Styles dialog box, click Format, then go to Paragraph. Here you can change the Space Before and Space After settings. Headings should have slightly more space before than space after. But in most cases, you should be fine using the spacing built into PCS templates.

In general, don’t press the Enter key more than once to add extra anywhere in your document. Adding repeated paragraph breaks can cause assistive technology to announce the word “blank” for each new break, which can be problematic for these users. Instead, create blank space by modifying a style. You can also highlight a section of text, right click, go to paragraph, and modify the spacing in the paragraph dialog box (note that this will only change the spacing of that unique selection of text, not the style as a whole).

To create large spaces, consider inserting a Page Break. To do this, go to the Insert tab, and select Page Break (Key commands: Alt, N, B). This will move all text after your cursor to the next page.


Lists


​​When creating lists, be sure to use the built-in Word list maker. This will ensure that assistive technology processes your lists correctly. First, select the text that you want to be a list. Under the Home tab, go to Paragraph, then click the “Bullets” or “Numbering” option. (Key commands: Alt, H, U or N). You can modify the list styles within the Library dropdowns that will appear when you click the arrow next to either of these options. Note that the pre-created lists in PCS templates have been designed correctly using the Word list maker.

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Relevant Standards


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A meaningful document title and file name can help everyone correctly identify your document. This is particularly helpful for assistive technology users and people with cognitive or learning disabilities.

The document title is what appears at the very top of your window when you open the document in MS Word. It is also announced to screen reader users when they open the document. By contrast, the file name is what appears next to the file icon wherever that file is stored on your computer. The file name helps you find and identify the document before you open it.

A document must have a meaningful title to meet accessibility standards. It is also best practice for a document to have a meaningful file name. As a matter of best practice, the document title and file name should be the same or similar to one another to avoid confusion. The title and file name should also be the same or similar to the document’s Heading 1.

To change the document title, go to File, Info, and then find the Title field under Properties. Add your title here.

To change the File name, close the file. Then, right click on the file icon, and select Rename. Then type a meaningful file name. Note that documents that can be downloaded from an agency website should be configured to download with a meaningful file name, not an ID number.


Relevant Standards


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Descriptive link text helps all readers understand where links go. This is particularly important for assistive technology users, as well as people with cognitive and learning disabilities. In addition, this practice aids screen reader users. These users may encounter link text out of context (in a links list) and need clear information about the destination of each link. Furthermore, links should be unique and they should be clearly and consistently styled to avoid confusion.

When creating a link, choose text that clearly describes the destination of that link. Your link text should be short – in most cases, six or fewer words will suffice. But a reader must know, with relative precision, where a link will take them. Ask yourself: if all the other text on the page were removed, would I know where this link takes me?

In most cases, it’s best to use embedded links. To do this, highlight the link text, right click, and go to link. Then paste the URL in the address field and click ‘Ok.’

​Note: these days, most readers encounter digital documents on a device screen. Embedded links work much better in this context. If someone chooses to print a paper copy of the document, there are options available in MS Word to display URLs for print. However, if you as the document author are preparing a document exclusively (or primarily) for printing and distribution, you may choose to include the URL in the document text. Just make sure you also add the destination in text format before the URL, so readers know where the link goes.

You should also avoid using repetitive link text. Document authors will sometimes use the link text “Click here” or “Read more” multiple times in a document. This link text is not descriptive, and it is also repetitive. Two links in a document must not have the same link text, unless the two links share the same destination. (In the first example above, the link text should tell readers where they will go if they click on the link; in the second example, the link should tell readers what they can read more about.)

Furthermore, if your link opens a document, it is good practice to list the document format in parentheses or brackets after the link text. For example, “Accessibility Policy (pdf).” This alerts readers that clicking the link will open a document and prepares them for the type of document that will open.

Finally, the visual styling of links should be conventional and consistent. As a matter of convention, links are usually indicated with an underline. To avoid confusion, reserve underlines for links, not for emphasis. Links should also be a different color from surrounding text to support findability. This color must meet minimum color contrast thresholds. Note that the predefined link style in PCS templates meets color contrast thresholds.


Relevant Standards


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​​Text boxes in MS Word are not accessible to assistive technology. Screen readers will typically not read them. Similarly, watermarks and other background images may be hidden from assistive technology. Watermarks and background images may also be confusing for people with visual, cognitive, or learning disabilities.

Instead of using text boxes, just use regular text. If you need to create a frame for your text, insert a rectangular shape around it. To do this, go to the Insert tab, then Shape, and select a shape type (Key commands: Alt, N, SH). You can set your fill color to ‘No Fill.’ Or you can choose a light-colored tint from the OHA Graphic Standards Manual (pdf) for your fill color. Be sure to use black text over a colored fill to ensure you meet color contrast minimums. After you have created your shape, right click on it and select “Send to back.” Right click on the shape again and select “View alt text.” Then check the box next to “Mark as Decorative.”

Instead of using a watermark to identify a document as “confidential” or “draft,” include that information in the document title or Heading 1.


Relevant Standards


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​Sometimes authors will paste images of text into a document. However, when we use images of text this reduces accessibility for assistive technology users, including people who use screen readers, reflow, text-to-speech software, and magnification software.

WCAG requires us to use real text instead of images of text. However, sometimes images that we use in a document will contain text. This is ok. Note that alt text must fully convey any text that appears in the image unless the text is incidental.

Finally, be aware that logos are an exception to the “no images of text” rule. Logos are often partly, or entirely, images of text. This is ok. Just be sure to include concise, accurate alt text for any logos. For example, “Oregon Health Authority logo.” In most contexts, more information that this will be excessive for assistive tech users.


Relevant Standards


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​Meaningful images in a Word document must have appropriate alternative text (or alt text). This allows assistive technology users to understand the image. If an image is decorative, it should not have alt text and should be marked as decorative.

​Before creating alt text, decide if your image is meaningful or decorative.

Examples of meaningful images:

  • A photo of a person using a new medical device.
  • An image of a health insurance card.
  • A bar graph showing monthly expenses.
  • An organization’s logo.

Examples of decorative images:

  • A blue divider separating two sections of text on a page (layout elements are generally not meaningful)
  • An icon of a clock next to the words “Time for your annual checkup” (the clock image is purely reinforcement for the text and provides no additional information)
  • A generic cartoon image of two people talking (the image is decorative unless the image conveys information not found in the text)

If the image is decorative, right click on it, select “View alt text,” and check the box next to “Mark as decorative.” If the image is meaningful, right click on it, select “View alt text,” and add a description in the alt text field.

Good alt text should be:

  • Concise: limit your alt text to one or two sentences if possible. Focus on the most important details and leave out less important information.
  • Descriptive: describe the image as objectively as possible. You can include emotional descriptors if relevant but avoid personal judgements or conjecture.
  • Contextualized: context can greatly affect the meaning of an image. Ask yourself, “Why was this image included in this document? What does it mean in the context of the document as a whole?”

Remember that we must avoid images of text whenever possible. Use real text instead. However, sometimes images (such as photographs) in a document will contain text. This is ok. Note that alt text must fully convey any text that appears in the image unless the text is incidental. For example, the text on a street sign in the background of an image would be incidental, unless the image is intended to convey the information found on that street sign.

Similarly, you must include all data contained in a graph or chart in your accompanying alt text. If doing so will take much more than 140 characters, consider adding a visible, real text image description to the body of your document. If neither of these solutions are possible, consider reducing the complexity of your graph or chart.

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Note: Avoid SmartArt

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Smart art objects are not accessible to screen reader users. You can add alt text to a SmartArt Object, but Word will often append garbled, unhelfpul information after your alt text. If you need to use SmartArt, create your SmartArt in a separate Word document and take a screenshot of it. Paste the screenshot into your active document, and create appropriate alt text for the image.


Relevant Standards


​It’s best practice to use tables for presenting data, not for formatting text on a page. Tables used for layout purposes, rather than to structure data, can be confusing for assistive technology users. When creating tables, you should avoid nested tables, merged cells, or split cells whenever possible. Instead, tables should have a simple, consistent structure (the same number of columns and rows) throughout. This helps avoid confusion for assistive technology users and people with cognitive and learning disabilities. Furthermore, tables must have header rows and columns correctly designated (under Table Design) so that assistive technology will interact correctly with them. Don’t put your table title in the first row of your table – put it just before your table. And finally, choose a visual style for your table that meets minimum color contrast and will be easy to parse for readers with visual processing disorders and cognitive and learning disabilities.


Use tables for data, not text layout


Tables are intended to contain tabular data. That is, a table should have headers: a horizontal row header, a vertical row header, and sometimes both. Inside the table cells there should be numbers or short text items that relate directly to the header or headers at the top of the column or at the beginning of the row.

Tables are not intended to structure the layout of a document when there is no tabular relationship between the headers and cells. Using a table simply because it provides a pleasing visual layout in your document is not the best approach and can create confusion for assistive technology users.

An alternative way to structure your document layout with both vertical and horizontal dimensions is to create columns. You can do this by going to the Layout tab, then Columns (Key commands: Alt, P, J), and selecting the number of columns you want. If you want only part of your document to have columns, be sure to select that section of text first before setting the number of columns.

Unfortunately, Word provides limited options for structuring layout. If creating a layout table is the only way to achieve a necessary page structure, you may want to consider a tool with more flexible layout options, like InDesign. If this is not an option, and you must use a table for page layout in Word, be sure to remove table headers under the Table Design tab (untick the boxes for both “Header Row” and “First Column”).


Avoid nested tables, merged cells, and split cells


It is technically possible to create these structures in a table in Word, but all of them can create significant barriers for assistive technology users. All of these practices result in irregular tables which can create barriers for screen reader users. Although screen readers have evolved to produce a better experience for users when dealing with nested, merged, or split cells in Word, these features will be flagged as errors in Word. Furthermore, they can create difficult to solve problems with table regularity if the document is later converted to PDF.


Use correct header designations


When a screen reader user encounters a table in a document, they will likely use special key commands to navigate that table. These key commands allow the user to hear the data in each cell, as well as any associated information in the column and/or row headers. This means that a screen reader user can read the table with the same ease as a sighted user without having to continually navigate from the cell data back to the header data. In order for this feature to work, headers need to be correctly designated.

When your table is selected, a menu option for “Table Design” will appear in the ribbon. Go to Table Design, then Table Styles. Usually the options for both “Header row” and “First column” will be selected by default. “Header row” refers to what are more commonly called column headers; “First column” refers to what are more commonly called row headers. A column header appears at the very top of a table column and provides information about all the cells that are ranged under it. A row header appears at the far left of a row and provides information about all the cells that come to the right of it. Some tables have both row and column headers; some have only one or the other; and some tables have no headers. Select or deselect the options for “Header row” and “First column” to correctly reflect the structure of your table. (Key commands: Alt, JT, A or M)

Note that when you select or deselect these options it may change the visual appearance of the headers in your table. You can readjust the appearance of your headers by going to Font under the Home tab (Key commands: Alt, H, FN)

If your table has a title, don’t put the title inside a cell or a series of merged cells. Make your title a Heading that comes just before the table.


Choose visual table styles carefully


You may want to alter the style of your table. You can do this by selecting the table and going to Table Design and then Table Styles (Alt, JT, S). In most instances, a grid table is a more accessible choice than a list table, because grid tables have clear borders around all data cells. You may have to fully open the Table Styles dialog box to view this distinction.

An accessible table also must have sufficient contrast between the text color and the background color. Using zebra stripes (alternating dark and light rows) in your table design can help some readers parse the table more easily without losing their place. However, be sure that the shaded cells meet color contrast minimums: 4.5 to 1 color contrast for regular size text (defined as less than 18-point normal weight, or 14-point bold). Note that some of the built-in Word table styles with zebra stripes lack sufficient color contrast. Therefore, you should always be prepared to test your table with a reliable color contrast tool.


Relevant Standards​

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​You can use visual characteristics to reinforce meaning. But they should always be supplemented by real text conveying the same meaning. This ensures that all readers can access the information, including colorblind readers, reflow users, magnification software users, and screen reader users.​


Incorrect examples include:


  • Red-colored text (with no text signifiers) to show a wrong answer
  • A graph key that only uses color to identify categories
  • Instructing readers to "Click the button on the right side of the screen"​
  • Using a larger-sized image of a pill to indicate a larger dosage

Correct examples include:


  • Red-colored text, accompanied by the word "Incorrect," to show a wrong answer
  • A graph key that uses color and text labels to identify categories
  • Instructing readers to "Click the Submit button on the right side of the screen"
  • Using a larger-sized image of a pill, accompanied by a dosage amount, to indicate a larger dosage
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Relevant Standards


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​Under WCAG, content must meet minimum color contrast thresholds. Strong color contrast is intended to improve the accessibility of content for readers with low vision, color blindness, and visual processing disabilities. All text items must meet these thresholds. Some non-text items must meet them, as well. If you used agency (PCS) templates, and consulted the most recent OHA Graphic Standards Manual, you’re off to a good start. However, you will want to check your color contrast with a reliable tool if you used any non-standard colors for text in your document or if you added an informational graphic (like a chart, graph, or meaningful icon).​

According to WCAG, regular-sized text must have a contrast ratio of 4:5 to 1. Large-scale text must have a contrast ratio of 3 to 1. Note that large-scale text is defined as “at least 18 point or 14 point bold or font size.”

WCAG also requires 3 to 1 color contrast for non-text components. This includes user interface components, like buttons and form field borders. It also includes graphical objects, where the parts of the graphic are important to the meaning. See WCAG 1.4.11 – Non-text Contrast for more information on color contrast for non-text items.

Use a reliable tool to test color contrast. A good tool for testing color contrast on both websites and in documents is the free TPGi Color Contrast Analyzer. Note that the Word Accessibility Checker can be helpful in identifying color contrast problems but does sometimes produce false negatives and/or false positives.

Notes on OHA standard colors and color contrast (from the OHA Graphics Standards Manual):

  • OHA Blue may be used for all text against white, Oregon Sunshine and the recommended background tints of Oregon Sunshine, OHA Blue, and Sea Glass. It can also be used for ordering items, such as bullets or numbers. 
  • OHA Orange may be used only for large text against white and the recommended tint of Oregon Sunshine. It can also be used for ordering items, such as bullets or numbers. 
  • Oregon Sunshine may be used only against OHA Blue. It should not be used for text, or for ordering items such as bullets or numbers on white or any color other than OHA Blue. 
  • Sea Glass may be used only for large text against white or for ordering items, such as bullets or numbers. 
  • Beauty Berry may be used for all text against white and against the recommended background tints of OHA Blue, Sea Glass, Beauty Berry and Oregon Sunshine. It can also be used for ordering items, such as bullets or numbers. 
  • Black may be used for all text against white, Oregon Sunshine and the recommended tints of OHA Blue, Oregon Sunshine, Sea Glass and Beauty Berry. 
  • White may be used for all text against OHA Blue and Beauty Berry. It may be used only in large text against OHA Orange and Sea Glass.

Relevant Standards


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​Microsoft Word can be used be used to create forms. However, only simple form elements such as fillable text boxes and checkboxes can be made accessible in Word documents. If your form contains more complex form elements (radio buttons, dropdown menus, Likert scales, etc.) you should probably use a different platform.

There are various ways to add fillable text boxes to a Word document. None of them are perfect. However, we recommend the following method for best accessibility results. First, go to the Developer tab, then Controls, and select Design Mode (Key commands: Alt, L, DM). Second, place your cursor where you want the control to go. After this, select Rich Content Control (Key command: Q). Next, select Properties (Key command: L). Add the field label (what you want a user to fill in) under Title and Tag. Check the box to enable a bounding box if desired, and then set the color for the bounding box (consider black for best color contrast). Note that the bounding box and field label will only appear when the element is selected. You should create a permanent, visible field label by adding a line of paragraph text just above the text field. You may also want to consider creating a permanent, visible bounding box around the text field by inserting a rectangular shape (with no fill) and marking it as decorative.

Accessible check boxes are also created in the Controls region, under the Developer tab. With Design Mode selected, go to Check Box Content Control (Key command: F). Select Properties and add appropriate title and tag information. Once again, you will have to create a permanent, visual label for your check box. You may then need to drag your check box to position it close to the visual label.

Note that the default sizes for the text field and check box in Word are too small to meet the WCAG 2.2 requirement of Target Size (Minimum). This success criterion requires 24 CSS pixels by 24 CSS pixels as the minimum target size for pointer inputs. To ensure that you meet this criterion, set the font size for your form elements to at least 18 pt (the equivalent of 24 pixels). You can do this by creating custom style in the Properties menu of your form element. You can also select the form element and go to Home, and then the Font region, and set the font size here.

We do not advise creating other types of form elements (such as radio buttons, drop-down menus, or Likert scales) in Word given the limited accessibility support for these elements.

These more complex form elements can be created in InDesign and the resulting PDF can be made accessible. However, ensuring accessibility may require substantial effort, including the addition of JavaScript to the document. In many cases, the best approach will be to use a dedicated form builder, like Microsoft Forms, and follow its associated accessibility guidance.

Finally, if you do build a simple form in Word, be sure to use clear instructions and labels to ensure that all users understand what information to enter, and in what format.


Relevant Standards


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​Microsoft software on state devices will default to English unless these settings have been changed. If you are writing a document in a language other than English you may need to change the language setting for that document. This ensures that assistive technology will process your text correctly.​

To change the language setting for a document, go to File, Options, and select Language. Ensure that the Office display language is set to the correct language. If the correct language is not currently available, you may need to select "Install additional languages from Office.com." Note that you will need to download and install a language pack from Microsoft to do this.


Relevant Standards

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​The Word accessibility checker can provide helpful advice, but it is not aligned to any relevant accessibility standard.

To ensure accessibility of a Word document, use agency (PCS) templates whenever possible, and follow the guidance found in this Word Quick Guide.

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