Creating accessible documents ensures that everyone can engage with your content, regardless of ability. This guide will show you how to make Microsoft Word and other text-based documents inclusive by using proper headings, descriptive alt text, and built-in accessibility tools. With these steps, you’ll design documents that are clear, navigable, and compliant with accessibility standards.
Why is it Important?
Accessible documents make it easier for everyone to use and understand your content. When your documents are clear and well-structured, more people can engage without frustration. Simple steps like adding headings and descriptive text help readers find what they need quickly and make learning smoother for all.
Word and Google Documents
Use Headings
Good heading structure helps people without eyesight understand how the document is organized. It also provides consistency and helps to reduce cognitive load for everyone. Use the guidelines in the Headings and Structure section of Getting Started with Accessibility.
Use Lists
Using list controls such as bullets aids screen readers in conveying content structure. Visually, list controls also provide structure through consistent, orderly formatting. When lists controls are used to specifically create lists it helps screen readers to understand how the content is organized.
This short video demonstrates how to add alt text to a MS Word document and a Google Doc.
For MS Word:
Select the image.
Right click; select View Alt Text.
In the Alt Text box, enter description.
For Google Docs:
Select the image.
Right click; select Alt Text
In the Alt Text box, enter description.
Using strong color contrast allows people with low vision to see your content easier. To check contrast, use the WebAIM contrast checker.
Highest Contrast
Complementary colors (those opposite each other on the color wheel) provide the highest color contrast, making them ideal for text and graphics color.
Lowest Contrast
Analogous colors (those next to each other on the color wheel) provide the lowest contrast and should be avoided.
Font size should be no less than 11 pt.
Justified text is more difficult to read because of the extra space between words.
Adjust the text and alignment by going to the Home tab in Word or Google Docs and changing the font type, font size, and the alignment as needed.
Screen readers scan for links, so informative link text is helpful.
To add a hyperlink in MS Word:
Select the text or image.
From the Insert tab, select Link.
In the Insert Hyperlink box, paste the URL address in the Address box; Click OK.
