Microsoft Word Accessibility Checklist

Structure & Headings

  • Use built-in heading styles (Heading 1, Heading 2, etc.) for document structure.
  • Ensure headings are logical and sequential (no skipping from Heading 1 to Heading 4).
  • Use normal paragraph style for body text, not manual font changes.

Document Layout

  • Use true lists (bulleted or numbered lists) instead of typing symbols or numbers manually.
  • Avoid using tabs or spaces for alignment - use Word’s alignment tools.
  • Use page breaks (not multiple returns) between sections or pages.
  • Ensure reading order makes sense when read top to bottom.

Images & Graphics

  • Add alt text to all meaningful images, charts, and graphics.
  • Mark decorative images as “decorative” in the Alt Text panel.
  • Ensure charts or complex images are also described in the text or a data table.

Links

  • Use descriptive link text (e.g., “Visit the Accessibility Website” instead of “Click here”).
  • Ensure links are underlined or clearly distinct from surrounding text.
  • Avoid using only color to convey that something is a link.

Tables

  • Use simple tables (no merged/split cells when possible).
  • Specify a header row and repeat it on each page if table spans multiple pages.
  • Provide table summaries if data is complex

Color & Contrast

  • Ensure sufficient color contrast between text and background (minimum 4.5:1).
  • Do not use color alone to convey meaning (e.g., red text for errors).
  • Use high-contrast themes or the “Accessibility Checker” to confirm readability.

Fonts & Text

  • Use simple, sans-serif fonts (e.g., Calibri, Arial, Verdana).
  • Keep font size at least 12 pt for body text.
  • Avoid ALL CAPS or excessive italics.
  • Maintain consistent spacing and alignment (left-aligned preferred).

Accessibility Checker & Metadata

  • Run Word’s built-in Accessibility Checker (Review - Check Accessibility).
  • Add a document title in File - Info - Properties.
  • Ensure language is set correctly (Review - Language - Set Proofing Language).
  • Save as a tagged PDF (File - Save As - PDF - Options - “Document structure tags for accessibility”).