How to Make a Word Document Accessible: The Complete 2025 Checklist

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This practical checklist will help you create accessible Microsoft Word (.docx) documents that meet WCAG-aligned requirements common in government, higher-education and corporate publishing. Follow the steps below before exporting to PDF or publishing on the web.

Privacy-first tip: After you apply the checklist, run a local check-and-fix pass with Accessr. It works entirely in your browser — no uploads, no data collection.

Document setup (start here)

  • Use your organisation’s **approved template** (brand fonts, styles, colours). Avoid ad-hoc formatting.
  • Set **document language**: Review → Language → Set Proofing Language (e.g., English (Australia)).
  • Fill in **File → Info → Properties**: Title, Subject, Author. These help assistive tech and records management.

Headings & structure

  • Apply true **Heading styles** (Heading 1, Heading 2, Heading 3) — don’t “fake” with bold/size.
  • Keep levels **sequential** (don’t jump H1 → H3). Use short, descriptive headings.
  • Consider adding a **Table of Contents** generated from headings (update on open).

Lists

  • Convert hyphen or “• ” paragraphs into **real bulleted/numbered lists**.
  • Indent using the **list tools**, not tabs or spaces.

Images & figures

  • Add **alt text** that explains purpose, not appearance: “Line chart showing quarterly growth from 2% to 5%.”
  • Mark purely decorative images as **Decorative**.
  • Don’t embed text as images. If unavoidable, provide the same text in the body.

Tables

  • Use tables for **data**, not layout.
  • Enable **Header Row** so assistive tech announces headers when navigating cells.
  • Avoid complex merges and nested tables. Keep a simple reading order (left-to-right, top-to-bottom).
  • Provide captions or a brief intro to explain what the table shows.

Links

  • Replace raw URLs with **descriptive link text**: “Energy outlook (Q2)” instead of “https://…”.
  • Make link text unique — avoid multiple “Click here”.

Text readability

  • Use a clear font and **≥ 11pt** for body text (12pt preferred for public-facing documents).
  • Use **sufficient colour contrast**; don’t rely on colour alone to communicate meaning (add labels/icons).
  • Align text **left** for most body copy; avoid full justification which can create uneven spacing.

Language & localisation

  • Set the correct **document language**; add language spans for foreign phrases where necessary.
  • Write plainly. Explain acronyms on first use.

Reading order & layout

  • Keep essential content in the **main text flow**. Minimise floating text boxes and complex shapes.
  • Use **page breaks** rather than many empty paragraphs for spacing.

Review & QA (10-minute pass)

  1. Scan headings for sequence and clarity; promote/demote to fix skips.
  2. Convert fake bullets to real lists.
  3. Add/verify alt text; mark decorative where appropriate.
  4. Ensure table header rows are enabled and structure is simple.
  5. Set/confirm document language and check body text size.
  6. Replace raw URLs with descriptive links.
  7. Run a local pass with Accessr and save the **report.md** for your records.

Exporting & publishing

  • Tagged PDF: If you must publish PDF, ensure “document structure tags for accessibility” is enabled and re-check headings, links and reading order.
  • Web page: Preserve the same heading hierarchy, descriptive links and image alt text in your CMS.
  • Records: Keep the **accessible .docx** alongside the exported format as the canonical source.

If you’ve completed the checklist above, your document will be structurally sound, easier to read, and far more compatible with assistive technologies.