Microsoft Word Accessibility Standards

Microsoft Word is one of the most frequently used tools for instructional, administrative, and public-facing materials. Word documents often become PDFs, email attachments, or uploaded files in Canvas. If the original Word document is not accessible, all versions created from it will also be inaccessible. 

Creating accessible Word documents supports readability, usability, and compliance with WCAG 2.2 Level AA standards. 

Training Materials

Why Accessible Word Documents Matter 

Accessible Word documents: 

  • Support students using screen readers and assistive technology. 
  • Improve readability and navigation for all users. 
  • Convert more successfully into accessible PDFs. 
  • Display more effectively on mobile devices. 
  • Reflect institutional quality and professionalism. 

Accessible formatting improves usability for all readers and must be incorporated as documents are created. 

EICC Standard for Word Documents 

All Word documents shared with students, employees, or the public must: 

  • Use structured headings and lists. 
  • Include alternative text for meaningful images. 
  • Use descriptive hyperlinks. 
  • Use readable fonts and sufficient color contrast. 
  • Include accessible tables when used. 
  • Pass the Microsoft Accessibility Checker. 
  • Reflect professional quality and clarity. 

Accessibility must be verified before documents are distributed, posted, or attached to email. 

Why this matters 

Screen readers rely on headings to navigate content and understand document structure. 

WCAG alignment: Info and Relationships (1.3.1) | w3.org

EICC expectations 


Use built-in heading styles rather than manually formatting text. 

Use: 

  • Heading 1 for document title 
  • Heading 2 for main sections 
  • Heading 3 for subsections 

Avoid: 

  • Using bold text alone as a heading 
  • Skipping heading levels 
  • Creating visual headings without structure 

See Microsoft guidance on Heading Styles | microsoft.com 
Video: Improve accessibility with heading styles | microsoft.com

Readable formatting improves accessibility for all users. 

Recommended: 

  • Minimum 12-point font 
  • Standard fonts such as Calibri, Arial, Verdana, or Segoe UI 
  • Left-aligned text 
  • Adequate spacing between paragraphs 

Avoid: 

  • Decorative or script fonts 
  • Excessive all caps 
  • Dense blocks of text 

WCAG alignment: Resize Text (1.4.4)  | w3.org

Text must be readable against its background. 

WCAG alignment: Contrast (Minimum) 1.4.3 | w3.org

Best practices: 

  • Use dark text on light backgrounds. 
  • Avoid light gray or low-contrast color combinations. 
  • Avoid placing text over images. 

Contrast checker tool | webaim.org

Training Resources: 

Color must not be the only method used to convey meaning. 

WCAG alignment: Use of Color (1.4.1)  | w3.org

Example: 

Instead of “Items in red are required,” use 

“Required items are marked with an asterisk (*) and appear in red.” 

Why this matters 

Screen readers use alternative text (alt text) to describe images and graphics. 

WCAG alignment: Non-text Content (1.1.1) | w3.org

EICC expectations 

All meaningful images must include alt text. 

This includes: 

  • Photos 
  • Charts and graphs 
  • Diagrams 
  • Infographics 
  • Decorative images must be marked decorative or left without alt text when appropriate. 

How to add alt text 

  1. Right-click the image 
  2. Select “Edit Alt Text” 
  3. Enter a concise description of the image’s purpose 

See Microsoft guidance on Alternative Text | microsoft.com

Links must be clearly describe where they lead. 

WCAG alignment: Link Purpose (2.4.4) | w3.org

Use: 

  • “View the academic calendar” 
  • “Access tutoring services” 
  • “Download the program guide” 

Avoid: 

  • “Click here” 
  • Long pasted URLs without context 

Descriptive links improve navigation for all users and screen reader functionality.

Tables must be used only for data, not layout. 

WCAG alignment: Info and Relationships (1.3.1) | w3.org

Best practices: 

  • Include a header row. 
  • Keep tables simple. 
  • Avoid merged or split cells when possible. 
  • Do not use tables for visual formatting. 

See Microsoft table guidance | microsoft.com

Do not use: 

  • Multiple spaces for alignment 
  • Tabs for layout 
  • Multiple blank lines for spacing 

Use: 

  • Paragraph spacing 
  • Built-in styles 
  • Page breaks 

WCAG alignment: Meaningful Sequence (1.3.2) | w3.org

Use the Accessibility Checker (Required) 

Before sharing any Word document: 

  1. Select “Review” 
  2. Choose “Check Accessibility” 
  3. Correct identified errors 
  4. Review warnings 
  5. Re-run checker before distribution 

Microsoft Accessibility Checker | microsoft.com

Accessibility checkers do not replace manual review but help identify common issues.

Common Issues to Avoid 

  • Using bold text instead of heading styles 
  • Missing alt text on images 
  • Low color contrast 
  • Complex tables without headers 
  • “Click here” links 
  • Scanned documents inserted into Word 
  • Overuse of manual formatting 

Quality and Professional Standards 

Accessible Word documents must  reflect EICC quality expectations: 

  • Clear organization 
  • Professional formatting 
  • Accurate information 
  • Logical structure 
  • Readable layout 

Accessible documents are easier for all audiences to use and understand. 

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