Creating Accessible Word Documents

Why Accessible Word Documents Matter

Accessible Word documents are essential for colleagues and customers who rely on assistive technologies such as screen readers, magnifiers, voice recognition and alternative input devices. Clear structure, consistent formatting and meaningful navigation make documents easier to understand, easier to use and far more inclusive.

These tips reflect the practical, real‑world guidance I teach across government, helping teams create documents that work for everyone — not just those using standard mouse and keyboard setups.

18 Top Tips for Accessible Word Documents

• Use built‑in heading styles — Heading 1 for the title, Heading 2 for main sections, Heading 3 for subsections.
• Keep heading levels in order — never jump from Heading 1 to Heading 3.
• Use clear, readable fonts — Aptos(preferred), Arial, Calibri, Verdana or Tahoma.
• Keep font size consistent — minimum 12pt, ideally 14pt or above.
• Do not use italics or underlining of text.
• Left‑align all text — never justify blocks of text.
• Use proper paragraph spacing — 6pt before and after; never use the Enter key to create paragraph spacing.
• Use line spacing of at least 1.15 — 1.5 is even better for readability.
• Keep paragraphs short — long blocks of text reduce readability and increase cognitive load.
• Ensure all content is inline — Never use a text box they are not accessible
• Only use Word’s built‑in bulleted and number lists — never create lists manually with tabs or typed numbers.
• Maintain strong colour contrast — minimum 4.5:1 for standard text.
• Never rely on colour alone — add words like “Important:” or “Warning:” before key phrases.
• Avoid all‑caps for long passages — lowercase is easier to read
• Don’t lock documents as view‑only — users must be able to resize text without assistive software.
• Use meaningful, descriptive link text — never paste URLs into the document or use the term "click here".
• Use the Accessibility Checker (Assistant) — but remember it won’t find all errors (such as missing paragraph spacing).
• Design with assistive technology in mind — screen readers, magnifiers, voice recognition and cognitive tools all rely on good document structure.

Who Benefits

Accessible Word documents support blind and low‑vision users, dyslexic readers, neurodivergent colleagues, people using voice recognition, and anyone who prefers clear, structured content. Good accessibility benefits everyone — not just those using assistive technology.