Tips and Tricks to making a word document
Accessible.
What to fix
How to find it
Why fix it
How to fix it
Include alternative
text with all visuals.
Visual content
includes pictures,
SmartArt graphics,
shapes, groups,
charts, embedded
objects, ink, and
videos.
To find missing alternative text,
use the Accessibility Checker.
Alt text helps people who can’t see the
screen to understand what’s important in
images and other visuals.
Avoid using text in images as the sole
method of conveying important information.
If you must use an image with text in it,
repeat that text in the document. In alt text,
briefly describe the image and mention the
existence of the text and its intent.
Add alt text
to visuals in
Microsoft
365
Add alt text
to visuals in
Office 2019
Add alt text
to visuals in
Office 2016
Add meaningful
hyperlink text and
ScreenTips.
To determine whether hyperlink
text makes sense as standalone
information and whether it gives
readers accurate information
about the destination target,
visually scan your document.
People who use screen readers sometimes
scan a list of links. Links should convey
clear and accurate information about the
destination. For example, instead of linking
to the text Click here, include the full title
of the destination page.
Tip: You can also add ScreenTips that
appear when your cursor hovers over text or
images that include a hyperlink.
Add
hyperlink
text and
ScreenTips
Ensure that color is
not the only means of
conveying
information.
To find instances of color-
coding, visually scan your
document.
People who are blind, have low vision, or
are colorblind might miss out on the
meaning conveyed by particular colors.
Use
accessible
text format
Use sufficient
contrast for text and
background colors.
To find insufficient color
contrast, use the Accessibility
Checker.
You can also look for text in
your document that’s hard to
read or to distinguish from the
background.
If your document has a high level of contrast
between text and background, more people
can see and use the content.
Use
accessible
text color
Use built-in headings
and styles.
To check that the order of
headings is logical, visually
scan your document's table of
contents.
You can also click on each
heading and apply a built-in
heading style to it.
To preserve tab order and to make it easier
for screen readers to read your documents,
use a logical heading order and the built-in
formatting tools in Word.
For example, organize headings in the
prescribed logical order. Use Heading 1,
Heading 2, and then Heading 3, rather than
Heading 3, Heading 1, and then Heading 2.
And, organize the information in your
documents into small chunks. Ideally, each
heading would include only a few
paragraphs.
Apply built-
in heading
styles
Use bulleted
lists
Use ordered
lists
Use a simple table
structure and specify
column header
information.
To ensure that tables don't
contain split cells, merged cells,
or nested tables, use
the Accessibility Checker.
You can also visually scan your
tables to check that they don't
have any completely blank rows
or columns.
Screen readers keep track of their location in
a table by counting table cells. If a table is
nested within another table or if a cell is
merged or split, the screen reader loses count
and can’t provide helpful information about
the table after that point. Blank cells in a
table could also mislead someone using a
screen reader into thinking that there is
nothing more in the table.
Screen readers also use header information
to identify rows and columns.
Use table
headers
Add alt text to visuals in Microsoft 365:
The following procedures describe how to add alt text to visuals in your Word documents in
Microsoft 365:
Add alt text to images
Add alt text to shapes or SmartArt graphics
Add alt text to charts
Make visuals decorative
Note: For audio and video content, in addition to alt text, include closed captioning for people
who are deaf or have limited hearing.
Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a
concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or
two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding
textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image
of.
Add alt text to images:
Add alt text to images, such as pictures, screenshots, icons, videos, and 3D models, so that screen
readers can read the text to describe the image to users who can’t see the image.
1. Right-click an image and select Edit Alt Text.
The Alt Text pane opens on the right side of the document body.
2. Type 1-2 sentences to describe the image and its context to someone who cannot see it.
Tip: To spell check and correct a word you typed, just right-click the word and select from the
suggested alternatives.
Tip: You can also select Generate a description for me to have Microsoft's cloud-powered
intelligent services create a description for you. This takes a moment, after which you see the
result in the text entry field. Remember to delete any comments Word added there, for example,
"Description generated with high confidence."
Add alt text to shapes or SmartArt graphics:
1. Right-click a shape or SmartArt graphic and select Edit Alt Text.
The Alt Text pane opens on the right side of the document body.
Tip: You have to right-click somewhere inside the frame that surrounds the entire shape or
SmartArt graphic, not inside one of its parts.
2. Type 1-2 sentences to describe the shape or SmartArt graphic and its context to someone
who cannot see it.
Tip: To spell check and correct a word you typed, just right-click the word and select from the
suggested alternatives.
Add alt text to charts:
1. Right-click a chart and select Edit Alt Text.
The Alt Text pane opens on the right side of the document body.
Tip: You have to right-click somewhere inside the frame that surrounds the entire chart, not
inside one of its parts.
2. Type 1-2 sentences to describe the chart and its context to someone who cannot see it.
Tip: To spell check and correct a word you typed, just right-click the word and select from the
suggested alternatives.
Make visuals decorative
Decorative objects add visual interest but aren't informative (for example, stylistic borders).
People using screen readers will hear these are decorative so they know they aren't missing any
important information.
1. Right-click a visual and select Edit Alt Text. The Alt Text pane opens on the right side
of the document body.
2. Select the Mark as decorative check box. The text entry field becomes grayed out.
Tip: If you export your document as a PDF, any visuals you have marked as decorative are
preserved by tagging them as artifacts.
Add alt text to visuals in Office 2019:
The following procedures describe how to add alt text to visuals in your Word documents in
Office 2019:
Add alt text to images
Add alt text to shapes or SmartArt graphics
Add alt text to charts
Make visuals decorative
Note: For audio and video content, in addition to alt text, include closed captioning for people
who are deaf or have limited hearing.
Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a
concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or
two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding
textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image
of."
Add alt text to images:
Add alt text to images, such as pictures, screenshots, icons, videos, and 3D models, so that screen
readers can read the text to describe the image to users who can’t see the image.
1. Do one of the following:
Select an image and press the Alt Text button in the Format ribbon tab.
Right-click an image and select Edit Alt Text.
The Alt Text pane opens on the right side of the document body.
2. Type 1-2 sentences to describe the image and its context to someone who cannot see it.
Tip: To spell check and correct a word you typed, just right-click the word and select from the
suggested alternatives.
Tip: You can also select Generate a description for me to have Microsoft's cloud-powered
intelligent services create a description for you. This takes a moment, after which you see the
result in the text entry field. Remember to delete any comments Word added there, for example,
"Description generated with high confidence."
Add alt text to shapes or SmartArt graphics:
1. Do one of the following:
Select a shape or SmartArt graphic and press the Alt Text button in
the Format ribbon
Right-click a shape or SmartArt graphic and select Edit Alt Text.
The Alt Text pane opens on the right side of the document body.
Tip: You have to right-click somewhere inside the frame that surrounds the entire shape or
SmartArt graphic, not inside one of its parts.
2. Type 1-2 sentences to describe the shape or SmartArt graphic and its context to someone who cannot
see it.
Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested
alternatives.
Add alt text to charts:
1. Do one of the following:
Select a chart and press the Alt Text button in the Format ribbon tab.
Right-click a chart and select Edit Alt Text.
The Alt Text pane opens on the right side of the document body.
Tip: You have to right-click somewhere inside the frame that surrounds the entire chart, not
inside one of its parts.
2. Type 1-2 sentences to describe the chart and its context to someone who cannot see it.
Tip: To spell check and correct a word you typed, just right-click the word and select from the
suggested alternatives.
Make visuals decorative
Decorative objects add visual interest but aren't informative (for example, stylistic borders).
People using screen readers will hear these are decorative so they know they aren't missing any
important information.
1. Right-click a visual.
2. Select Edit Alt Text. The Alt Text pane opens on the right side of the document body.
3. Select the Mark as decorative check box. The text entry field becomes grayed out.
Tip: If you export your document as a PDF, any visuals you have marked as decorative are
preserved by tagging them as artifacts.
Add alt text to visuals in Office 2016:
The following procedures describe how to add alt text to visuals in your Word documents in
Office 2016:
Add alt text to images
Add alt text to SmartArt graphics
Add alt text to shapes
Add alt text to charts
Note: We recommend only putting text in the description field and leaving the title blank. This
will provide the best experience with most major screen readers including Narrator. For audio
and video content, in addition to alt text, include closed captioning for people who are deaf or
have limited hearing.
Add alt text to images:
Add alt text to images, such as pictures and screenshots, so that screen readers can read the text
to describe the image to users who can’t see the image.
1. Right-click an image.
2. Select Format Picture > Layout & Properties.
3. Select Alt Text.
4. Type a description and a title.
Tip: Include the most important information in the first line, and be as concise as possible.
Add alt text to SmartArt graphics:
1. Right-click a SmartArt graphic.
2. Select Format Object > Shape Options > Layout & Properties.
3. Select Alt Text.
4. Type a description and a title.
Tip: Include the most important information in the first line, and be as concise as possible.
Add alt text to shapes:
Add alt text to shapes, including shapes within a SmartArt graphic.
1. Right-click a shape, and then select Format Shape.
2. In the right pane, select Layout & Properties, and then select Alt Text.
3. Type a description and a title.
Tip: Include the most important information in the first line, and be as concise as possible.
Add alt text to charts:
1. Right-click a chart.
2. Select Format Chart Area > Chart Options > Layout & Properties.
3. Select Alt Text.
4. Type a description and a title.
Tip: Include the most important information in the first line, and be as concise as possible.
Make hyperlinks, text, and tables accessible:
The following procedures describe how to make the hyperlinks, text, and tables in your Word
documents accessible.
Add hyperlink text and ScreenTips:
1. Select the text to which you want to add the hyperlink, and then right-click.
2. Select Link. The text you selected displays in the Text to display box. This is the
hyperlink text.
3. If necessary, change the hyperlink text.
4. In the Address box, enter the destination address for the hyperlink.
5. Select the ScreenTip button and, in the ScreenTip text box, type a ScreenTip.
Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the
page, use it for the hyperlink text. For example, this hyperlink text matches the title on the
destination page: Templates and Themes for Office Online.
Apply built-in heading styles:
1. Select the text you want to turn into a heading.
2. On the Home tab, in the Styles group, select a heading style, for example, Heading
1 or Heading 2.
Use bulleted lists:
1. Position the cursor anywhere in your document.
2. Select the Home tab.
3. In the Paragraph group, select the (Bullets) button.
4. Type each bullet item in the bulleted list.
Use ordered lists:
1. Position the cursor anywhere in your document.
2. Select the Home tab.
3. In the Paragraph group, select the (Numbering) button.
4. Type the sequential steps.
Use accessible text color:
Ensure that text displays well by using the Automatic setting for font colors. Select your
text, and then, on the Home tab, select the (Font Color) menu and
select Automatic.
Use the Accessibility Checker, to analyze the document and find insufficient color
contrast. The tool now checks the documents for text color against page color, table cell
backgrounds, highlight, textbox fill color, paragraph shading, shape and SmartArt fills,
headers and footers, and links.
Use the Colour Contrast Analyzer, a free app that analyzes colors and contrast, and
displays results almost immediately.
Use accessible text format:
Add an underline to color-coded hyperlink text. That can help colorblind people know the
text is linked even if they can’t see the color.
Add shapes if color is used to indicate status. For example, add a checkmark
symbol if green is used to indicate “pass” and an uppercase X if red
indicates “fail”.
Note: These resources provide other suggestions: usability.gov and Web Accessibility for Users
with Color Blindness.
Use text spacing:
Increase or decrease white space between sentences and paragraphs.
1. On the Home tab, select your text.
2. In the Paragraph group, in the lower-right corner of the group, select the Paragraph
Settings button.
3. The Paragraph dialog box opens, showing the Indents and Spacing tab.
4. Under Spacing, select the spacing options you want.
Use table headers:
1. Position the cursor anywhere in a table.
2. On the Table Design tab, in the Table Style Options group, select the Header
Row check box.
3. Type the column headings.
Use the Accessibility Checker:
1. On the ribbon, select the Review tab. If you're using Outlook, note that you'll only see
the Review tab when writing or replying to messages.
Tip: In Outlook, you can also access the Accessibility Checker from a MailTip at the top of the
message window. The accessibility MailTip appears if one of your message recipients has set up a
preference for receiving accessible email.
2. Select Check Accessibility.
3. Review your results. You'll see a list of errors, warnings, and tips with how-to-fix
recommendations for each. See Rules for the Accessibility Checker for more information.
Fix recommendations with ease:
To easily address accessibility errors and warnings, select an issue to open the Recommended
Actions list. You can apply a one-click fix by selecting an action, or select the arrow button next
to an action for more options.
Check accessibility while you work:
To be notified of accessibility issues in your document as you continue working on it, tick
the Keep accessibility checker running while I work check box.
This adds the Accessibility button to your status bar, and keeps track of accessibility issues in
real time. You can open the Accessibility Checker whenever you want by selecting the status bar
button.
Note: The Keep accessibility checker running while I work check box does not exist in Outlook, Instead,
the accessibility checker runs automatically in the background if one of your recipients has selected a
preference for receiving accessible mail. Instead of an Accessibility button on your status bar, an accessibility
MailTip will be shown in the message window, letting you review any accessibility issues before sending a
message.
Don't see Accessibility Checker?
If you don't see the Check Accessibility button on the Review tab, you might have an older
version of the app. Follow these steps to open the Accessibility Checker.
1. Select File > Info.
2. Select the Check for Issues button.
Tip: To the right of the Check Accessibility button, under the Inspect heading, is a list of any
potential issues.
3. In the Check for Issues drop-down menu, select Check for Issues.
4. The Accessibility Checker task pane appears next to your content and shows the
inspection results.
5. To see information on why and how to fix an issue, under Inspection Results, select an
issue. Results appear under Additional Information, and you’re directed to the
inaccessible content in your file.
