Word documents are often the source for PDFs and web content. If the structure is broken here, it is broken everywhere. To master accessibility in Word, look beyond the automated checker to the structure of the document itself.
Please note: Depending on what version of Word you are using, the accessibility checker may flag different errors and warnings. Microsoft has recently improved their checker. We recommend that you update to the latest available version. If you’re running an older version of an Office 365 app and want an update,
follow these steps or submit an
Office 365 Request to ITS.
Critical Manual Checks
You are smarter than the automated checker, so please verify that you are following best practices for formatting and structuring your Word document. These are critical errors that the automated Accessibility Checker can miss.
Imposter Headings
The Issue:
The document has no structural headings (Heading 1, Heading 2) to distinguish sections, but the user has manually made text bold and larger to look like headings. Microsoft Video about Headings
Why it Matters:
- Screen reader users navigate via a "Headings List." If you don’t use real headings, the document must be listened to as one giant, unnavigable block of text.
- If saving your Word doc as a PDF, text that only look like a heading, but does not have the structure behind it, will be tagged as just a paragraph in the resulting PDF.
Why the Checker Misses It:
The most recent version of the MS Accessibility Checker flags this as a “Tip.” Certain types of documents, like letters, don’t have sections or headings. Therefore, the checker does not require a document to have headings. But if your document is separated into sections, it should also have real headings to delineate those sections.
How to Fix:
Always apply Heading 1, Heading 2, etc., from the Styles panel.
Efficiency Wins:
- It is much faster to use the Styles panel than to bold and increase size on every imposter heading manually. If you want to change the look of your Heading 2s, you can update it in the Styles panel once, and the change will cascade to every Heading 2 throughout the document.
- When you use proper Headings (H1, H2), you can generate an automatic Table of Contents in two clicks.
Pro Tip: Customizing Styles
Don't like the default blue Heading 2? Format a paragraph exactly how you want it (font, size, color), then right-click "Heading 2" in the Styles pane and select "Update Heading 2 to Match Selection." All Heading 2s in the document will automatically update.
Using Tabs, Spaces, or Blank Lines for Layout
The Issue:
Using the Tab key or Spacebar repeatedly to align text visually (e.g., trying to create a two-column look or indent text manually). Hitting Enter multiple times to create space between paragraphs.
Why it Matters:
- Screen readers often treat tabbed columns as a single line of text. This means they might read the first word of Column A, then the first word of Column B with no pauses, mixing two separate thoughts into one confusing sentence.
- Additionally, screen readers may announce “blank” when there are multiple empty spaces or empty lines. Imagine hearing: “Blank blank blank blank blank.”
How to Fix: Use the Ribbon Options for Formatting
- To align text side-by-side, use Layout > Columns (for newsletters) or insert a Table (for data).
- To indent, use the Paragraph settings (Right-click > Paragraph > Indentation).
- To increase space between paragraphs or lines, use the line and paragraph spacing options in the ribbon. Home > Paragraph pane
- To start a new page, use a page break. Insert > Page Break
Efficiency Wins
- Future-Proof Editing: If you use tabs or spaces to align text manually, adding or removing a single word can break the alignment of the entire page, forcing you to fix every line. Using Columns or Tables ensures that your layout adjusts automatically when you edit text.
- Consistent Spacing: Using Paragraph Spacing (Before/After) instead of hitting "Enter" repeatedly ensures every paragraph has the exact same amount of whitespace, giving your document a professional polish without manual measuring.
Not Repeating Table Headers Across Page Breaks
The Issue:
A table spans multiple pages, but the header row is only visible on page 1. Microsoft Video about Tables
Why it Matters:
Sighted users lose context on page 2 (forgetting what each column represents). Additionally, some assistive technologies lose the association between data and headers once the page breaks.
Why the Checker Misses It:
The checker only verifies that the "Header Row" box is checked in the Table Design tab. It does not check if the Layout property to repeat that row is active.
How to Fix:
Click inside your top header row. Go to the Layout tab (under Table Tools, not the main Page Layout) and click Repeat Header Rows.
Relying on Color for Meaning
The Issue:
Instructions like "Required fields are marked in red."
Why it Matters:
Users with color blindness or those using monochrome displays cannot perceive the color distinction.
Why the Checker Misses It:
The checker tests for contrast (light vs. dark), but it cannot understand the meaning of your words. If you have dark red text on white, the checker passes it, even though a colorblind user can't distinguish it from black text.
How to Fix:
Always add a text label or shape difference. For example, use "Required fields are marked in red and with an asterisk (*)."
Vague Link Text
The Issue:
Hyperlinks that say "Click here," “Read more,” or display a raw URL.
Why it Matters:
Screen reader users often scan a list of links in a document to find resources. Hearing "Click here" ten times provides no context, and hearing the URL read out character by character is a confusing waste of time. Microsoft Video on Links
Why the Checker Misses It:
As long as the link works, the checker is usually satisfied.
How to Fix:
Highlight descriptive text and hyperlink that. Rather than using "Click here to read the report," with “click here” serving as the link text, instead hyperlink the words Read the report.
Text that's too small or uses hard-to-read fonts (Readability)
The Issue:
The document uses a font size smaller than 11 points, or employs highly decorative, compressed, or "script" fonts for body text.
Why it Matters:
- Visual Strain: Small text is difficult for users with low vision to read without significant zooming, which can break the page layout.
- Character Recognition: Decorative or thin fonts can make it hard for users with dyslexia or visual impairments to distinguish between different letters (e.g., "b" vs "d" or "1" vs "l").
Why the Checker Misses It:
The Accessibility Checker primarily looks for technical structure and contrast. It cannot judge the readability of text styling choices.
How to Fix:
- Size: Ensure body text is at least 11pt.
- Style: Stick to accessible sans-serif fonts like Arial, Calibri, or Verdana, or clean serif fonts like Times New Roman.
- Avoid: Limit the use of all-caps, italics, or underlined text for long passages, as these styles can make words harder to recognize.
Efficiency Wins:
Global Updates: Instead of manually changing font sizes throughout the document, right-click your "Normal" style in the Styles pane and select Update Normal to Match Selection. This instantly updates every paragraph in your document to the accessible font and size you've chosen.
Missing Document Title (Metadata)
The Issue:
The file name is v2_final_draft.docx, but the internal document title metadata is blank or says "Document1."
Why it Matters:
The document title metadata should be a short description of the document. When a Word doc is exported to PDF, the "Document Title" is the first thing a screen reader announces. If it's missing, the user hears the unhelpful file name or nothing at all.
How to Fix:
Go to File > Info. On the right side under "Properties," type a short, descriptive title in the Title field.
The Accessibility Checker Decoded
A breakdown of the specific flags returned by the "Check Accessibility" tool in Microsoft Word.
Errors
Missing Alternative Text
- Why it matters: Screen readers cannot describe images, shapes, or charts to blind users without text descriptions.
- How to fix: Right-click the object, select "View Alt Text," Review the AI-generated alt text or write a concise description of the visual content yourself.
Image or Object Not Inline (not flagged in the latest version of Word)
- Why it matters: Floating images (wrapped text) are often skipped or read out of order by screen readers.
- How to fix: Select the image, go to Picture Format > Wrap Text, and choose "In Line with Text."
Tables specify column header information
- Why it matters: Screen readers need identified headers to associate data cells with their labels as the user navigates.
- How to fix: Click inside the table, go to Table Design, and check the box for "Header Row."
Document access is not restricted
- Why it matters: Security settings that restrict editing can sometimes block screen readers from accessing the text programmatically.
- How to fix: Check File > Info > Protect Document > Restrict Editing and ensure permissions allow access for assistive technologies.
All content control fields have titles
- Why it matters: In forms, screen readers rely on the field title to tell the user what information is requested. Please note: Word is not recommended for fillable forms!
- How to fix: Select the form field, go to the Developer tab, click Properties, and enter a meaningful Title.
Warnings
Sufficient contrast between text and background
- Why it matters: People with low vision or color blindness struggle to read text that doesn't stand out clearly against its background.
- How to fix: Change the font color or background shading to a higher contrast combination (e.g., black text on white) or use the "High Contrast Only" mode in Word to find issues.
Table has a simple structure
- Why it matters: Tables with merged cells, split cells, or nested tables are difficult for screen readers to navigate, often causing the user to lose track of their position in the grid.
- How to fix: Simplify the table layout. Avoid merging cells; repeat data in each cell if necessary. Ensure tables are not nested inside other tables.
Every Document is Different
You are the expert on your own document. In specific circumstances, a given warning from the Accessibility Checker may not apply to a document.
For example, if you have an image that is strictly for visual flair (like a decorative border or a background watermark) and you have already marked it as "Decorative" in the Alt Text pane, the “Image or Object Not Inline” error still might trigger depending on your version of Word. In this case, since the item contains no information, its placement in the reading order doesn't impact the document's accessibility and you can ignore that error.
Additional Resources