GSA Library Help

Accessibility Checker

Microsoft software has an in-built accessibility checker that can help you ensure your document is accessible. 

Guidance is available:

• Improve accessibility with the Accessibility Checker

• Make your Word documents accessible to people with disabilities

Accessibility issues to be aware of when creating documents

Making your Word document accessible is a great way to ensure everyone can read and understand your content. Here are some key steps to follow:

1. Use the Accessibility Checker: This tool helps identify and fix accessibility issues. You can find it under the "Review" tab in Word 
2. Add Alt Text to Images: Right-click on an image, select "Edit Alt Text," and provide a brief description.
3. Use Heading Styles: Apply built-in heading styles (e.g., Heading 1, Heading 2) to structure your document. This helps screen readers navigate the content 
4. Create Meaningful Hyperlinks: Use descriptive text for links instead of generic phrases like "click here".
5. Ensure Sufficient Contrast: Make sure text and background colours have enough contrast to be readable.
6. Use Simple Table Structures: Avoid merged cells and nested tables. Use table headers to help screen readers interpret the data.
7. Provide Accessible File Names: Use clear and descriptive file names for your documents.

Creating accessible PDFs

If you need to create a PDF, ensure that your document is accessible in Word first.  This will help ensure that your resulting PDF is accessible.

Guidance on creating accessible PDFs