Accessible Word Documents

Creating accessible Word documents ensures your course materials work with assistive technology and improves your Canvas course accessibility score. The standards outlined in this guide also ensure your file converts more smoothly into an accessible PDF or works correctly in tools like Adobe Sign, reducing extra steps and preventing barriers for learners.

1. Use Clear File Names

Start by saving your Word document with a meaningful name that tells students exactly what they are opening or downloading. Avoid adding dates or version numbers to the file name, since those interfere with the Replace feature in Canvas.

Open your Word document.
Select File > Save As.
Enter a clear, descriptive name that reflects the content: e.g., Biology_Lab_Guide

2. Add a Title in Document Properties

The document title helps assistive technology identify your file and keeps it consistent when converting to PDF or uploading to Canvas. Use the same name as your file so students always see a clear, accurate label.

Go to File > Info > Properties.
In the Title field, enter the same name you used for the file.

3. Set the Document Language

Setting the default language makes sure screen readers pronounce words correctly and that spelling and grammar tools work as expected. Set the language before adding content and tag any foreign language phrases so they are read properly.

Go to Review > Language > Set Proofing Language.
Select your primary document language.
Choose Set As Default or OK.
Highlight any foreign language phrases and repeat the steps but check Selected text instead of Current Document.

4. Add a Document Title with Heading 1

Placing the title at the top of the page and styling it as Heading 1 gives the document a clear starting point for navigation. Screen readers recognize it as the main title, and students can quickly find it. Avoid putting important information in the header or footer, since assistive technology may skip that content. If you do not like the default Heading 1 appearance, edit the style instead of skipping it.

At the top of the first page, type the document title.
Highlight the text.
Go to Home > Styles > Heading 1.
If needed, right‑click Heading 1 and choose Modify to change its look while keeping accessibility intact.

5. Format Content with Styles

Using built‑in styles for headings, paragraphs, and lists creates a logical reading order for everyone, including those using screen readers. Reserve Heading 1 for the main title only, then use Heading 2 and Heading 3 for subheadings. Do not skip heading levels. Always use the built‑in list options instead of typing symbols.

Type a subheading, highlight it, and select Heading 2 from Home > Styles.
Type a short paragraph in Normal style.
Add a sub‑subheading, highlight it, and select Heading 3.
Create a list by selecting Home > Paragraph > Bullets or Numbering.

6. Insert Descriptive Hyperlinks

Descriptive links make it clear where a student will go if they click the link, even when read out of context by a screen reader. Avoid single words like here or click to read more, and do not hyperlink entire sentences. You also don't want to paste the entire URL, such as in APA format, as this causes the link to be read character by character.

Highlight the text you want to turn into a link (e.g., Accessible Word Document Guide).
Go to Insert > Link.
Paste the full URL in the address box and select OK.
Add a ScreenTip if additional instructions are helpful.

7. Manage Decorative Images

Images for decoration do not need alt text. It is best for screen readers to skip announcing them to allow students to focus on the meaningful content. If the surrounding text already explains the image's purpose, mark it as Decorative instead of repeating information.

After you Insert an image into your document, right‑click > View Alt Text.
If the image is purely decorative and can be ignored, check Mark as Decorative.

8. Edit Alt Text for Instructional Images

When an image conveys important information, alternative text is required. Keep alt text short and focused on the meaning, not every literal visual detail. For complex graphics that are not fully explained in the text, provide a link to a comprehensive description.

After determining the image is not decorative, right‑click > View Alt Text.
Replace the autogenerated text with a clear, concise description of the image’s purpose.
If the graphic is too complex for a short description, add a link in the document to a full explanation elsewhere.

9. Create Accessible Tables

Use tables for data, rather than for content layout. Tables need a few properties adjusted so screen readers can convey the information effectively. Keep tables simple, without merged cells or complex nesting.

Insert a table and enter your data.
Go to Table Design > Header Row to mark the first row as column headers.
With your cursor in the header row, enable it to repeat across all pages: Right‑click the table > Table Properties > Row
Add a title and description: Right‑click the table > Table Properties > Alt Text

10. Review for Accessibility

Before finalizing your document, confirm the reading order flows naturally from left to right and top to bottom. Then use Word’s built‑in Accessibility Checker to find and fix common issues. Note that Word does not catch everything and reporting issues to Microsoft may help improve the feature.

Go to View > Print Layout and scroll through the document to check order and flow.
Remove or reposition floating objects that may confuse the reading order.
Select Review > Check Accessibility.
Review any flagged issues and follow Word’s recommendations to correct them.