Simple Tips for Creating Accessible Word Documents

Have you ever created a Word document and later learned people couldn’t read it because it wasn’t accessible? How frustrating, both for others and for you.

Next time, try these simple tips that will make it easier for everyone to access and understand your information.

Use Headings

Use headers to form an outline that helps your reader easily understand how your document is organized and quickly find information.

Microsoft Word’s built-in styles are designed to be “read” by screen readers. It makes your document accessible to those with visual limitations. If you save your Word document as a pdf, your pdf would also be accessible to screen readers

Here’s how to use Microsoft Word’s Styles to create headers:

Create Lists

Use bulleted, numbered, or multi-level lists to make it easier for your reader to quickly digest information. It also helps you quickly and consistently organize your information.

Learn how to create lists in Microsoft Word:

Use Short, Active Sentences

Your reader will more quickly understand your message if you use short, active sentences in everyday language.

Use these tips to create short, active sentences:

Use Short Sentences

Keep your sentences short. Ideally, they should be no longer than 10 to 15 words.

Active Voice

Use an active voice in language your readers will understand. Here is an example:

Active Voice:

Support youth with employment and job skills training. They’ll be more likely to get a job that pays well and that they want to stay with.

Passive Voice

Youth who are provided with supported employment and job skill training services may see increased job longevity and wages.

Select an Easy-to-Read Font Style

The font you choose could make a big difference in how easily your reader absorbs your message.

10- to 12-point Sans Serif fonts are typically easier to read, both in print and on a computer screen, for those with reading difficulties or a visual impairment.

Learn the difference between serif and sans serif fonts:

Use Meaningful Hyperlinks

Create meaningful hyperlinks in your Word document that include information about the destination of the link.

Here’s how to create a meaningful hyperlink:

Choose Contrast and Colors Carefully

Use a dark font color on a subtly-colored background. A black font on a white background may be difficult for some to read, even though it gives the highest contrast possible.

Use colors other than red or green for emphasis. People with colorblindness often do not see red or green and would miss your emphasis.

Not sure if your colors have enough contrast?

Create White Space

Sometimes less is more. Good use of white space –- space left empty -- creates manageable chunks of information.

Use these quick tips to create white space:

Use left alignment

Left alignment builds white space and tends to be easier to read because of the left-to-right format.

Limit line length

Limit your line length to 50-60 characters, including spaces.

If the line length is too long, the reader’s eyes may have a hard time focusing on the text and lose their place when reading.
Lines that are too short increase the likelihood that a line may be skipped.

Describe Photos and Graphics

Use alternative text, or “alt tags”, to describe all important photographs and graphics. This will make your document accessible to those who use screen readers.

Learn how to use alternative text:

Learn More

Check out these resources to learn more about why accessibility is so important, and how to create accessible documents:

Create Accessible Documents
Learn how to create accessible Microsoft Word documents that conform to the Revised 508 Standards.
Why Bother with Accessibility?
Laura Kalbag does a very good job of explaining why we should take the time to make our materials accessible.
Making Your Word Documents Accessible
Tap into the State of Minnesota’s free e-Learning program on how to create accessible documents.