Create Accessible Word Documents

Questions

  • How do I make a Word document accessible?
  • How do I make my Word document work with a screen reader?
  • What do I need to do so everyone can read my Word document?
  • How do I add headings, alt text, and accessible links in Word?
  • How do I check a Word document for accessibility problems?
  • How do I make an accessible document on a Mac / on the web?

Environment

This article applies to Bowdoin faculty, staff, and students creating documents in Microsoft Word.

  • Word for Microsoft 365 on Windows and macOS, and Word for the web.
  • To create an accessible PDF from your finished document, see Create Accessible PDFs in the Related Articles section.

Resolution

Accessible documents work better for everyone, especially people who use screen readers or other assistive technology. Build accessibility in as you write rather than fixing it at the end.

Use built-in heading styles

  1. Select a line that should be a heading.
  2. On the Home tab, choose a style such as Heading 1, Heading 2, or Heading 3.
  3. Apply headings in logical order and do not skip levels. Headings let screen-reader users navigate your document.

Add alt text to images

Right-click an image, choose View Alt Text, and describe the content and purpose in one or two sentences. Mark purely decorative images as decorative. For detailed guidance, see Write Effective Alt Text for Images.

Write meaningful link text

Use descriptive link text that makes sense on its own (for example, Bowdoin Accessibility site) instead of Click here or a raw URL.

Use accessible tables and lists

  • Keep tables simple — avoid merged or split cells, and designate a header row (Table Design > Header Row).
  • Use the built-in Bulleted and Numbered list buttons rather than typing dashes or numbers manually.

Use readable fonts and color

  • Choose a clear font and sufficient size, and ensure strong contrast between text and background.
  • Do not use color alone to convey meaning — add text or another visual cue.

Check your work

On the Review tab, select Check Accessibility and fix any Errors and Warnings. See Check Accessibility with the Microsoft Accessibility Checker for details.

Before you share or export: Run the Accessibility Checker and resolve issues first. This also ensures a PDF exported from the document keeps its accessibility tags.

Additional Help

If you need further assistance, you have several options:

  • Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
  • Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
  • In person: Visit the Tech Hub in Smith Union during business hours.
  • Submit a ticket: Request assistance through the Service Catalog.

Additional Resources

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Related Articles (3)

Check Accessibility with the Microsoft Accessibility Checker
How to run the Microsoft Accessibility Checker in Word, PowerPoint, Excel, OneNote, and Outlook, interpret its Errors, Warnings, and Tips, apply recommended fixes, and keep it running while you work. Applies to faculty, staff, and students using Microsoft 365.
Create Accessible PDFs
How to create accessible, tagged PDFs by making the source Office document accessible first and then exporting with document structure tags on Windows, macOS, and the web, with a warning to avoid Print to PDF. Applies to faculty, staff, and students exporting PDFs from Microsoft 365.
Write Effective Alt Text for Images
Explains what alt text is, how to add it to images and objects in Microsoft 365, and how to write it effectively — keeping it concise, conveying purpose, marking decorative images, and describing charts and functional images. Applies to faculty, staff, and students creating documents and slides.