Microsoft Word

Headings divide information into meaningful and digestible chunks. These “chunks” help users navigate the document more easily, especially when using assistive technology.

• Use Heading 1 level for a document’s title. Ideally, there is only one Heading 1 per document.
  • Do not use the Title style; it is not recognized by screen readers. 
• Use Heading 2 level for each main topic.
• Use Heading levels 3 – 6 for all other sub-headings and sub-subheadings.
  • Heading levels 7 -9 should not be used, as they do not translate to HTML formatting.

Note: Screen reader users can navigate documents in three ways: by reading from start to finish, by jumping between headings, or by navigating through a list of links. Using clear, structured headings helps support efficient navigation.

Use Styles to Create Headings

Creating headings in Microsoft Word involves more than simply bolding or emphasizing text. Headings are managed using Styles, built-in formatting characteristics that can be applied to text. Styles add structure behind the scenes to the code, helping screen readers identify new sections within your document.

• Add a Heading to a Word Document

Modify Styles

Word Headings are preformatted, but you can easily customize their visual appearance across your document. When you modify a style, all text using that style updates automatically. You can also select Modify for additional formatting options, such as font, size, color, and spacing.

• Customize or Create New Styles

Video Tutorial

• Video Tutorial: Creating Accessible Headings in Microsoft Word (18:57)

The reading order is how a screen reader presents content to users. A clear, logical structure ensures your document is read in the correct order and is easy to navigate.

Navigation Pane

The Navigation Pane provides a visual outline of your document based on headings. Use it to review structure, confirm reading order, and quickly navigate between sections.

• Use the Navigation Pane in Word

Note: Screen readers rely on heading structure to determine reading order. If headings are out of sequence, content may be read in a confusing or incorrect order.

Video Tutorial 

• Creating Accessible Headings in Microsoft Word (18:57) - see timestamp 9:19 for information on the Navigation pane.

For documents spanning multiple pages, include a Table of Contents (TOC) to help readers quickly find and navigate your content. In Microsoft Word, the Table of Contents is built from your heading structure, creating internal links to each section. For this reason, make sure your headings are finalized and properly structured before adding a TOC. Use the Navigation Pane in Word to check that each heading uses the correct text, order, and level. Once inserted, Word’s built-in Table of Contents updates automatically when headings are edited, reordered, or reformatted.

• Insert a Table of Contents
• Format or Customize a Table of Contents 
• Update a Table of Contents 

Note: Screen reader users can navigate directly through a Table of Contents using its links. A well-structured TOC improves navigation for all users.

Video Tutorial

• Create a Table of Contents in Microsoft Word (7:06)

Lists help visual users quickly scan your content and understand relationships between items. They also allow screen reader users to recognize and navigate grouped content more effectively. Avoid manually creating lists using numbers, symbols, or tabs. Instead, apply built-in list styles for both bulleted and numbered lists so assistive technology can properly interpret them.

• Bulleted Lists: Group unordered items and indicate a relationship that is not dependent on sequence
• Numbered Lists: Group items in a specific order and indicate a process or set of steps

Resources

• Create a Bulleted or Numbered List
• Define New Bullets, Numbers, and Multilevel Lists
• Video Tutorial: Creating Accessible Lists in Microsoft Office (4:19)

Use sufficient color contrast to make text readable for all users. Color contrast is the difference between text and its background, text and images, and sections depicting meaning in charts and tables.

• Maintain a contrast ratio of at least 4.5:1 for regular text (12 pt.)
• Use at least 3:1 for large text (18+ pt. or 14+ pt. bold)
• Non-text elements (e.g., chart bars, lines, or shapes) should have a contrast ratio of at least 3:1 against adjacent colors.
• Text in logos do not have a contrast requirement.

Check contrast using tools like the WebAIM Contrast Checker  or the Colour Contrast Analyser tool.

Note: The Accessibility Checker in Microsoft Word can flag contrast issues and suggest more accessible color combinations, but you should still verify contrast ratios using a dedicated color contrast tool.

Do Not Rely on Color to Convey Meaning

Color is not sufficient on its own to convey meaning. Information conveyed by color must include a text alternative so it can be understood by all users. Users who are color blind, have low vision, or rely on screen readers may not perceive color differences and may miss important details. Additionally, screen readers cannot interpret color, so any meaning conveyed through color must also be presented in text. This applies to both font color and highlighted text.

• Embed the meaning of the emphasis directly in the text. For example, “Important note: I cannot accept late work, so all work must be complete on time.”

Video Tutorials

• Introduction to Accessible Color (15:55)
• Fixing Color Contrast (13:30)
• Fixing Color as the Sole Means of Information (11:08)

Write link text that clearly describes the link's purpose and destination (e.g., Download the accessibility checklist rather than Click here). This helps all users understand where the link will take them; there should be no ambiguity.

Note: Link text should be clear, descriptive, and unique. Screen reader users often navigate by pulling up a list of links, which are read without surrounding context. Each link should stand alone and clearly indicate its destination.

Create a Link

In Microsoft Word, you can create or edit a hyperlink in two ways:

• From the Insert tab
• By right-clicking on the selected text or image

This will populate the Insert Hyperlink dialog box. Enter the URL in the Address field and the descriptive link text in the Text to Display field.

• Create or Edit a Hyperlink
• Remove or Turn Off Hyperlinks

Accessibility Tip: Do not change the visual appearance of link text. Links use a universal style (blue and underlined) that signals interactivity. Changing this style may make links harder to recognize or cause them to appear as emphasis or spam.

Video Tutorials

• Creating Accessible Links in Microsoft Office (7:12)
• Microsoft Support: Create Accessible Links in Word (2:09)

When adding Images, always include alternative text (alt text). Alt text provides a text description of an image so users relying on screen readers can understand its purpose and content, even if they can't see it. 

Add Alternative Text

There are two ways to add alternative text. You can access the alt text panel from the Insert tab or by right-clicking on the selected text or image. Add a concise, descriptive summary of the image in the populated alt text field. 

• Add Alternative Text to a Shape, Picture, Chart, SmartArt Graphic, or Other Object
• Everything You Need to Know to Write Effective Alternative Text 

Simple Vs. Complex Images

Simple images can be described in one to two sentences (generally under 250 characters). These include items such as logos, photographs, and headshots. Simple images require alt text only.

Complex images require more detailed explanation than can be provided in one or two sentences. These include charts, graphs, and maps. Complex images require both alt text and a long description. A long description provides a detailed explanation of the essential information conveyed in the image.

Long descriptions and alternative text do not exist separately from one another; instead, they should be used together. If an image requires a long description, it should also include alternative text. The alternative text should identify the type of image (e.g., map, cartoon, graphic) and indicate where the long description can be found.

• Alt Text: “Chart 1.2: Long Description is located in Appendix A."
• Long Description: “Chart 1.2 suggests that…” (in Appendix A)

Where to Place Long Descriptions in Microsoft Word

Because long descriptions are more detailed, they should not be placed in the alt text field. Instead, choose one of the following options:

• Describe the image in the surrounding text. This is the most accessible option and benefits all users.

• Place the description in an appendix. If space is limited, include the long description in an appendix. Be sure to link from the image to the appendix and back to the original location so users can easily navigate between them.

Image Guide

Looking for help getting started with writing image descriptions? Download the Image Guide for examples of alternative text and long descriptions for a variety of image types. This guide is designed to support you as you begin writing image descriptions and provides ideas for how images can be described in different contexts.

Because images vary widely in purpose and complexity, this guide should be used as a reference rather than a template.

Image Guide

Video Tutorials

• Creating Accessible Simple Images in Microsoft Office (6:23)
• Microsoft Support: Improve accessibility with alt text (2:07)
• Introduction to Accessible Complex Images (15:28)
• Introduction to Writing Long Description (15:16)

Tables are an effective way to organize and structure information clearly. However, when accessibility is not considered, tables can be difficult for some users to navigate, particularly those using assistive technologies. When creating tables, plan and design them carefully to ensure all users can understand and navigate the data. Refer to the best practices outlined in TTaDA's Knowledge Base Article, Create Accessible Tables:

• Use tables for data, not layout
• Build tables directly in Word
• Keep the table structure simple
• Never leave a blank cell
• Prevent rows from breaking across pages
• Use header rows and/or first columns to organize data
• Repeat header rows at the top of each page
• Ensure tables meet color contrast guidelines
• Provide a table title and caption
• Add alternative text to tables

Create Accessible Tables

Video Tutorial

• Creating Accessible Tables in Microsoft Word (5:22)

Creating accessible charts and graphs can be a challenge. Because charts are highly visual, important information may not be communicated clearly to all users without careful design practices. When creating charts, follow accessibility best practices to ensure your content is understandable and usable for everyone.

Refer to the best practices outlined in the TTaDA Knowledge Base article, Create Accessible Charts:

• Clearly label all chart elements
• Flatten charts to improve navigation
• Place charts in line with text
• Provide a descriptive caption
• Add alternative text and long descriptions
• Ensure charts meet color contrast guidelines
• Do not rely on color to convey meaning

Create Accessible Charts

Some objects are known as floating objects, meaning they can be positioned and moved independently of surrounding text. This is because they exist on a separate layer from the main document content. When used in their native form, these objects may be inaccessible, as screen reader users may not be able to navigate to or read the content within them. Common examples include text boxes, charts, shapes, icons, and SmartArt.

To use these objects accessibly, additional considerations are required. Refer to the best practices outlined in the TTaDA Knowledge Base article, Make Floating Objects Accessible.

Make Floating Objects Accessible