Creating Accessible Word Documents

Before you start: Set a solid foundation

Before writing content, take a moment to set up the document so it is easy to find and identify. This helps all readers and supports assistive technologies such as screen readers.

Use a clear, descriptive file name

• Use plain language that describes what the document is about (for example, BIOL1103_Lab_Safety_Guide_Fall2025.docx).
• Avoid names like Document1.docx or Final_v3_really_final.docx.
• Save in .docx format, not the older .doc format.

Set the document title (metadata)

The document title is what many screen readers announce when the file opens.

1. In Word, go to File > Info.
2. In the Properties area, find the Title field.
3. Enter a short, meaningful title (for example, Introduction to Digital Accessibility Syllabus).
4. Select Save.

Set the document language

Setting the language helps screen readers pronounce words correctly and supports other tools such as spell checkers.

1. Select all text (Ctrl+A on Windows or Command+A on Mac).
2. On the Review tab, choose Language > Set Proofing Language.
3. Select the correct language (for example, English (United States)).
4. Select OK.

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Step 1: Use styles and structure

The most important part of an accessible document is its structure. Use Word’s built-in styles to indicate headings, paragraphs, and lists instead of only changing the appearance of text.

Use heading styles to outline your document

Heading styles give your document a logical outline and allow keyboard and screen reader users to jump quickly between sections.

1. Type the heading text (for example, Course Objectives).
2. Select the text.
3. On the Home tab, in the Styles group, choose Heading 1 for the main title, Heading 2 for main sections, and Heading 3 for subsections.

Best practices:

• Use a single Heading 1 for the document title.
• Move in order (Heading 2, then Heading 3). Do not skip from Heading 2 to Heading 4.
• If you do not like how a heading looks, modify the style rather than choosing a different heading level for appearance.

Use the Navigation Pane to check structure

The Navigation Pane shows a list of headings and helps you confirm the document is structured correctly.

1. On the View tab, check Navigation Pane.
2. Use the Headings tab to review the outline.
3. Look for missing headings or headings out of order and correct them.

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Step 2: Make text readable

Readable text benefits everyone, especially readers with low vision, dyslexia, or attention-related disabilities. Following UGA’s brand typography helps maintain a consistent, clear visual identity while supporting accessibility.

Use accessible, brand-approved fonts

UGA’s brand fonts are designed for clarity, consistency, and strong digital legibility.

• Oswald (primary sans-serif) is best for headlines, subheads, and callouts. Use only the Light or Medium weights.
• Merriweather (primary serif) works well for headings or readable body copy.
• Merriweather Sans (secondary sans-serif) performs well in longer text passages and small sizes.
• Georgia (secondary serif) is excellent for body copy, dense text, and documents where broad compatibility is needed.

All UGA digital fonts must remain readable in assistive technologies. Avoid decorative or script typefaces.

Font size and spacing

• Use at least 12 pt for body text, with larger sizes for headings.
• Set line spacing to 1.15 or 1.5 to improve readability.
• Use paragraph spacing before or after sections instead of inserting extra blank lines.

Text alignment and emphasis

• Align text to the left. Avoid full justification because it creates uneven spacing that is harder to read.
• Avoid long passages in italics or in all caps. These reduce legibility for many readers.
• Use bold sparingly, and do not rely on color alone to indicate meaning (for example, “items in red”).

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Step 3: Images and alt text

Alternative text (alt text) is a short description that explains the content and purpose of an image. Screen readers read this text aloud for users who cannot see the image.

When to write alt text

• Informative images: Describe the essential information. For example, “Bar chart showing enrollment increasing from 50 students in 2023 to 90 students in 2025.”
• Decorative images: If an image is purely decorative and adds no meaning, mark it as decorative so it is skipped by screen readers.

How to add alt text

1. Right-click the image and select View Alt Text or Edit Alt Text.
2. In the Alt Text pane, type a concise description of the image’s purpose in the document.
3. Remove any auto-generated alt text that is inaccurate or unhelpful.
4. If the image is decorative, select the option to mark it as decorative.

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Step 4: Lists and tables

Accessible lists and tables help everyone navigate your content more easily. They also allow screen readers to understand structure, relationships, and meaning within your document.

Use built-in list tools

Lists are easier to navigate when you create them with Word’s built-in tools instead of typed characters.

• Use the Bullets or Numbering buttons on the Home tab.
• Use Increase Indent and Decrease Indent to create sub-lists.
• Avoid typing hyphens, numbers, or asterisks manually at the start of each line.

Use tables for data, not layout

Tables should present data, not control the visual layout of the page. Layout tables can be confusing for screen reader users and should be avoided.

1. Insert a real data table

• Go to Insert > Table.
• Choose the number of rows and columns you need.
• Keep the structure simple. Avoid merged or split cells and nested tables.

2. Identify header rows and header columns

Marking headers tells screen readers how to associate each data cell with the correct header.

1. Select the header row.
2. Go to the Table Design tab.
3. Check Header Row. If the first column also acts as a header, check First Column.

3. Repeat table headers on every page

If the table spans multiple pages, repeat the header row to maintain context for all readers.

1. Select the header row.
2. Go to the Table Layout tab.
3. Select Repeat Header Rows.

4. Add table alt text

Table alt text helps users understand the purpose of the table before navigating through the cells.

1. Right-click the table and select Table Properties.
2. Go to the Alt Text tab.
3. Provide a short title and summary that explain what the table shows, not every cell.

Accessible tables use real table structure, include clearly identified headers, repeat header rows on each page, avoid complex formatting, and include a brief alt text summary. These practices make your document easier to navigate and significantly improve screen reader usability.

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Step 5: Links

Links should clearly communicate where they lead or what action they perform. Clear, descriptive link text helps all readers, and it is especially important for screen reader users who often navigate links out of context.

Use meaningful, action-focused link text

Write link text that describes the destination or task, for example:

• UGA Digital Accessibility Policy
• Download the ACCESS 1010 course syllabus (DOCX)

This helps users understand the purpose of the link before selecting it.

Avoid vague or generic link phrases

Avoid using:

• “Click here”
• “Read more”
• “Learn more”
• “Here” or “this link”

These phrases provide no context when read aloud by a screen reader or when scanned visually.

Handle long URLs carefully

If you must show a long URL:

• Place it in parentheses after clear descriptive text (for example: “Online training materials (https://training.uga.edu/…)”).
• Avoid turning long URLs into the only link text unless absolutely necessary.

Make repeated links clear and unique

If the same page is linked multiple times, make sure the surrounding text or the link wording provides enough context to tell them apart.

• Apply for housing, first-year students
• Apply for housing, graduate students

Support keyboard and screen reader navigation

Screen reader users often navigate documents by tabbing through links or using a list of links feature. Descriptive link text ensures:

• Each link makes sense on its own.
• Users can quickly find what they need without scanning every paragraph.

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Step 6: Color and contrast (UGA brand aligned)

Color plays an important role in accessibility and supports UGA’s visual identity. Many readers have low vision or color vision differences, so text and essential visual elements must remain clear and readable. UGA’s brand colors work well when paired with strong contrast and thoughtful design.

Use UGA brand colors intentionally

UGA’s color palette includes primary, secondary, and neutral tones. When choosing colors, aim for combinations that support readability and maintain brand consistency.

Best practices:

• Use black or very dark gray text on white or light backgrounds whenever possible.
• Use Arch Black, Bulldog Red, and neutral grays for headings, accents, and emphasis.
• Avoid using bright reds or lighter grays for small text, because they may not meet contrast requirements.

Minimum contrast requirements

To meet WCAG 2.1 AA:

• Normal body text must have a contrast ratio of at least 4.5:1.
• Large text (18 pt or 14 pt bold) must meet at least 3:1.
• Icons, shapes, and other essential visual elements should also meet a 3:1 ratio.

Avoid using color alone to convey meaning

Color should not be the only way to communicate important information. For example, instead of saying “items in red are required,” include an additional cue, such as:

• “Required fields are marked with an asterisk (*)”

Tools to test contrast

• TPGi Color Contrast Analyzer
• WebAIM: Contrast Checker

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Step 7: Check accessibility

Automated tools are not perfect, but they are a helpful first step in identifying issues such as missing alt text, unclear link text, and table structure problems. Always combine automated checks with a short manual review to make sure your document is clear and follows a logical structure.

Run the Accessibility Checker

The Accessibility Checker provides a list of issues and suggestions. It flags Errors, Warnings, and Tips.

1. Go to the Review tab.
2. Select Check Accessibility.
3. The Accessibility pane opens on the right side of the screen.
4. Review issues labeled as Errors and Warnings, and follow Word’s recommended actions.

What to look for in the Accessibility pane

Word organizes issues into categories based on impact. Pay close attention to:

• Missing alt text on images.
• Unclear or duplicate link text.
• Tables without header rows or with merged cells.
• Improper heading structure.
• Color or formatting issues that may reduce readability.

Do a quick manual review

Automated results are a starting point, but manual review is essential for confirming clarity and usability.

• Navigation Pane: On the View tab, open the Navigation Pane and check that headings form a logical outline.
• Keyboard tab order: Press Tab to move through links or form fields (if any) and make sure the order makes sense.
• Read Aloud or Immersive Reader: Use Read Aloud (View tab) or Immersive Reader to listen for missing context or sections that sound confusing or out of order.

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Step 8: Export to tagged PDF

If you need to share a PDF version, always start from an accessible Word document and export it in a way that preserves tags and structure. Avoid Print to PDF options, which usually remove accessibility information such as headings, alt text, and reading order.

Exporting properly helps ensure that the PDF continues to meet UGA’s accessibility standards and WCAG 2.1 AA requirements.

Word on Windows

Windows users may see one of two export tools depending on whether Adobe Acrobat is installed. Both methods can produce accessible PDFs when configured correctly.

Option A: When Adobe Acrobat PDFMaker appears

1. Go to File > Save As.
2. Choose PDF as the file type.
3. Select Options to open the Acrobat PDFMaker dialog.
4. Ensure the following options are selected:
   • Enable Accessibility and Reflow with tagged Adobe PDF
   • Convert document information
   • Create Bookmarks
   • Convert Word Headings to Bookmarks
5. Select OK, then choose Save.

Option B: When using Word’s built-in PDF export

1. Go to File > Save As (or Save a Copy).
2. Choose PDF (*.pdf) as the file format.
3. Select More options, then choose Options.
4. Under Include non-printing information, select:
   • Document structure tags for accessibility
   • Create bookmarks using: Headings
5. Select OK, then Save.

Word on Mac

Word for Mac uses a different export workflow, but it can still create a tagged and accessible PDF when the correct settings are selected.

How to export an accessible PDF

1. Go to File > Save As.
2. Choose where you want to save the file.
3. Select PDF from the File Format menu.
4. Select Best for electronic distribution and accessibility.
5. Select Export.

Tip: Verify your PDF after export

When possible, open the exported PDF in Adobe Acrobat Pro and run the Accessibility Checker to confirm:

• Headings appear correctly in the Tags panel.
• Reading order follows the structure of the original Word document.
• Images and figures include alt text.
• Tables have header rows and proper structure.
• Document title and language are set correctly.

These checks help ensure your PDF remains accessible for screen reader users and aligned with UGA’s digital accessibility expectations.

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Quick checkpoint

Before you share or upload your document, use this checkpoint as a final review. Even addressing a few items will significantly improve accessibility.

File information

• The file has a clear, descriptive name (not “Document1”).
• The document Title is set in File > Info.
• The correct document language is set for all text.

Headings and structure

• Headings use Word’s built-in Heading 1, Heading 2, Heading 3, etc.
• There is only one Heading 1 for the main title.
• The Navigation Pane shows a logical outline.

Readable text

• Body text is at least 12 pt with adequate line spacing (1.15 or 1.5).
• Text is left aligned, not fully justified.
• Long passages in italics or ALL CAPS have been avoided.

Images and graphics

• All meaningful images have accurate, concise alt text.
• Purely decorative images are marked as decorative.

Lists and tables

• Lists use Word’s built-in Bullets or Numbering tools.
• Tables are used only for data, not layout.
• Table header rows (and header columns, if used) are identified.
• For multi-page tables, Repeat Header Rows is enabled.

Links and color

• Links describe their destination or action (no “click here” alone).
• Color is not the only way information is conveyed.
• Text and background colors meet contrast guidelines whenever possible.

Final accessibility checks

• You have run Word’s Accessibility Checker and addressed Errors and Warnings.
• You have done a quick manual review using the Navigation Pane and/or Read Aloud.
• If you exported to PDF, you used Save As or Acrobat PDFMaker (not Print) and preserved tags and structure.

Progress over perfection is the goal. Each new document you create with these steps in mind moves UGA closer to a more inclusive digital environment.

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Additional resources

• Microsoft Help: Make your Word documents accessible
• Microsoft Help: Add a heading in a Word document
• Microsoft Help: Add alternative text to a shape, picture, chart, or other object
• TPGi Color Contrast Analyzer
• WebAIM: Contrast Checker
• WebAIM: Microsoft Word Accessibility Techniques

These resources provide additional guidance and tools to help ensure your Word documents meet accessibility expectations under WCAG 2.1 AA and ADA Title II.

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