Quick guide: How to make a Word document accessible
1. Use real headings
Don't just make text bold or larger to look like a heading. Select the text, go to Home → Styles, and choose Heading 1, Heading 2, or Heading 3.
Example: Use Heading 1 for the document title and Heading 2 for major sections. Keep headings in logical order.
2. Describe meaningful images
Right-click an image and select View Alt Text or Edit Alt Text (wording varies by version). Write a short description of the information the image communicates. Mark purely decorative images as decorative.
Example: Instead of “photo,” write “Students volunteering at the ETBU food pantry.”
3. Make links descriptive
Use link text that explains where the link goes. Avoid vague text such as “click here” or “read more” when the destination isn't clear from context.
Better: “View the 2026–2027 Academic Calendar.”
4. Keep tables simple
Use tables for data, not to arrange the page layout. Give data tables clear column headers, avoid merged cells where possible, and don't use blank rows or columns for spacing.
5. Make text easy to read
Use sufficient contrast between text and background. Don't rely on color alone to communicate meaning, and avoid putting essential information only inside an image.
6. Run the Accessibility Checker
In Word, select Review → Check Accessibility. Review the issues and follow the suggestions to fix them. Run the checker again after making changes.
The checker identifies many common problems, but it cannot determine whether every document is fully accessible.
Official resource: Microsoft: Make your Word documents accessible.
How will faculty and staff know if a document is inaccessible?
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Start with the Accessibility Checker. It can flag common issues such as missing alternative text, problematic tables, and other structural problems.
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Look at how the document is organized. A document may look attractive but still be difficult for a screen reader to navigate if headings are only visually formatted.
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Check whether the text is selectable. If a PDF is just a scanned image of a page, a screen reader may not be able to read its contents unless text recognition (OCR) has been applied and the result has been checked.
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Don't assume that passing the checker means everything is fixed. Automated tools cannot catch every issue, including unclear wording, inaccurate image descriptions, or every problem with reading order.
For PDFs, Adobe Acrobat has tools for checking accessibility and correcting issues, but more complex documents may require specialized remediation.