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This guide provides step-by-step instructions and best practices to ensure your Word documents are accessible, making your content available to everyone.

Accessibility Assistant helps you to address accessibility issues as you write your document. It guides you on how to add an alt text to images, allowing people using screen readers to understand the image content. Additionally, it provides tips on using fonts, colors, and styles to make your Word documents more inclusive.

Note:Accessibility Assistant is now available exclusively for Microsoft Word on Windows. The features and instructions mentioned in this article apply only to the Windows version of Microsoft Word.

Check accessibility while you work in Word

Use accessible fontcolor

Add alt text to visuals

Use table headers

Avoid using fixed-width tables

Use the built-in title, subtitle, and heading styles

Create paragraph banners

Add accessible hyperlink text and screen Tips

Create accessible lists

Adjust space between sentences and paragraphs

Test accessibility with an Immersive Reader

The Accessibility Assistant is a tool that reviews your content and flags accessibility issues in your document. In Word, the Accessibility Assistant automatically runs in the background, detecting accessibility issues and sending reminders in the status bar.

Select Review and then Check Accessibility to open the accessibility pane, where you can review and fix accessibility issues.

To use the features described in this article, open a new document in Word or access an existing one.

The text in your document should be easy to read, with enough contrast against the background color.

Go to the Home tab or press Alt+H.

In the Font group, click the arrow next to Font Color.

To see only the colors that have enough contrast, select the High-contrast only and toggle to turn on high-contrast mode.

Notes:

When you hover over any color choice in the color picker, a tooltip will indicate whether the selected color has low or good contrast with the background.

The Accessibility Assistant flags text colors with poor contrast and provides suggestions to improve them.

Alt text helps users who are blind or have low vision understand the content of visual elements. These visual elements include pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

Click on the image, video, or any other visual content in the document.

Right-click on the visual content and select View Alt Text from the context menu.

In the right pane, select Alt Text, Type a description for the visual content in one or two sentences.

Note:If the visual content is decorative, then select the Mark as decorative checkbox

Tips:

Avoid using images with text to convey essential information. If you do, put the same text in the document.

Use alt text to briefly describe the image and text and why they are there.

Write an accurate and short alt text that explains the content and function of the image.

A few words are often enough. Don't write more than a sentence or two.

Don't repeat the text around the image; use "a graphic of" or "an image of."

For audio and video, use alt text and closed captions for those who are deaf or have a hearing disability.

Make diagrams into pictures and add alt text. Avoid grouping objects in diagrams, as they will remain in tab order.

Using fixed-width tables in Word files can cause several accessibility issues. They don't adjust well to different screen sizes or zoom levels, making content hard to read on mobile devices or when zooming in. Screen readers may struggle with the fixed structure, leading to confusion for people who are blind or have low vision.

Fixed-width tables can also cause text to overflow or get cut off, making it difficult to access all the information.

Additionally, because screen magnifiers only enlarge a portion of the screen, cutting off content or requiring excessive scrolling, users who use the screen magnifiers may find it challenging to view the content properly. For better accessibility, use flexible widths and ensure a clear table structure.

Use the built-in title and subtitle styles for your document's title and subtitle. These styles are designed to be easily scanned both visually and with assistive technology. Headings should provide a well-defined structure and serve as navigational landmarks

Select the text that you want to format as a title.

Click on the Home tab or press Alt+H.

Select the required style from the Styles group.

Note:Organize headings in the prescribed logical order; do not skip heading levels. For example, use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2.

For the step-by-step instructions on how to use the headings and styles, see:Improve accessibility with heading styles.

In Word, a paragraph banner is a visual element often used to emphasize or highlight a specific paragraph within a document. It typically consists of a horizontal line, or a decorative border placed above or below the paragraph.

This formatting technique helps draw attention to the paragraph, making it stand out from the surrounding text. Paragraph banners can be customized with different line styles, colors, and thicknesses to suit the document's design and purpose.

Select the text that you want to apply shading to.

Go to the Home tab.

Select the Shading button in the Paragraph group.

Open the Shading menu and choose the desired color from the options provided.

People who use screen readers have the option to scan a list of links in the document. Links should convey clear and accurate information about the destination. You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.

For the step-by-step instructions on how to create accessible hyperlinks and ScreenTips, go toCreate accessible links in WordandCreate or edit a hyperlink.

Highlight the text or picture that you want to add a link to.

Go to the Insert tab.

Click on the Hyperlink button or press Ctrl+K.

To link an existing file or web page:

To link a place in the same document:

Go to the "Link to" section and select Place in This Document.

A list of locations within the document will appear; from the list, select the Headings or Bookmarks that you want to link to.

Click on the Text to display and provide definitive and accurate information about the link destination, then select OK.

Note:Avoid using link texts such as click here, see this page, go here, or learn more. Instead, include the destination page's full title.

To make documents easier for screen readers, use small chunks like bulleted or numbered lists. Avoid plain paragraphs in the middle of lists to prevent confusion. This ensures accurate navigation and enhances readability for all users.

Place your cursor where you want to start the bulleted list.

Go to the Home tab or press Alt+H.

Click on the Bullets button in the Paragraph group.

Type your list items. Press Enter after each item to create a new bullet point.

Place your cursor where you want to start the numbered list.

Go to the Home tab or press Alt+H.

Click on the Numbering button in the Paragraph group.

Type your list items. Press Enter after each item to create a new numbered point.

Place your cursor where you want to start the multilevel list.

Go to the Home tab or press Alt+H.

Click on the MultilevelList button in the Paragraph group.

Choose the type of multilevel list you want to create from the list styles provided.

Type your list items. Press Enter after each item to create a new point. To create a sub-level item, press the Tab key before typing.

Text can appear to blend together on a page (the lines of text squeeze into each other). To make reading easier, you can increase the line spacing between sentences and add space before or after paragraphs.

Select one or more paragraphsto adjust the space.

Go to the Home tab or press Alt+H.

In the paragraphs group, click on the Line and Paragraph Spacing button.

Note:It is recommended to use a line spacing of 1.5 in the Word file.

From the dropdown menu, select the desired line and paragraph spacing.

For the step-by-step instructions on how to adjust the spacing, go toAdjust indents and spacing in Word.

Immersive Reader in Microsoft Word enhances readability with features like Read Aloud, Text Spacing, Syllable Breakdown, and Line Focus. Access it via the View tab and select Immersive Reader.

For more information, visit theUse Immersive Reader in Word.

Improve accessibility in your documents with the Accessibility Assistant

Get real-time notifications of accessibility issues while working on Microsoft 365 Apps

Everything you need to know to write effective alt text

Read more here:
Make your Word documents accessible to everyone with Accessibility ...

To help ensure that your Microsoft 365files are accessible, use the Accessibility Checker, a free tool available in Word, Excel, Outlook, OneNote, and PowerPoint on Windows, Office for the web, or Mac, and Visio on Windows. It finds most accessibility issues and explains why each might be a potential problem for someone with a disability. It also offers suggestions on how to resolve each issue.

Although the Accessibility Checker catches most types of accessibility issues, there are some issues it's not able to detect. That's why it's important to always review your work visually to find the issues hiding from the Accessibility Checker. To learn more, go to Accessibility Checker limitations.

The Accessibility Checker verifies your file against a set of rules that identify possible issues for people who have disabilities. Depending on how severe the issue is, the Accessibility Checker classifies each issue as an error, warning, or tip.

Error. Content that makes the document difficult or impossible to read and understand for people with disabilities

Warning. Content that in most (but not all) cases makes the document difficult to understand for people with disabilities

Tip. Content that people with disabilities can understand but that could be presented in a different way to improve the users experience

Intelligent Services. Content that is automatically made accessible by AI, and that you should review for accuracy and context

The following tables itemize the Accessibility Checker rules, what they check for, where to learn how to fix each issue, and why you should fix each one.

Note:To make sure your files are as accessible as possible, you should only use tables when they are necessary to present your data. Avoid tables that only have a layout purpose.

If content in the file makes it very difficult or impossible for someone with a disability to use, the Accessibility Checker classifies it as an error.

Rule

Accessibility Checker verifies

Why fix this?

Applies to these applications

All non-text content has alternative text (alt text).

All objects have alt text and the alt text doesnt contain image names or file extensions.

Screen readers speak the alternative text to describe images and other non-text content that users cant see. Based on alt text, users can understand the purpose and meaning of the described content.

Excel, PowerPoint, Word, Outlook, OneNote, Visio

Tables specify column header information.

Tables and/or blocks of cells have the header box selected or a header row indicated.

Users rely on the table headers to understand the content that is subsequently read by the screen reader. Also, assistive technology often uses the table header row to help convey to the user the current cursor location in the table and to provide information that enables the user to navigate the table.

Excel, PowerPoint, Word, Outlook, OneNote

All sections have meaningful names.

All sections have names that arent default or placeholder names such as Default Section, Untitled Section, or Section 3.

Section names enable users to navigate more easily within a large presentation in the Thumbnail Pane, Slide Sorter View, and Grid View.

PowerPoint

All slides have titles.

Slides have titles.

Slide titles enable users to navigate within a presentation, including finding and selecting a single slide to immediately go to.

PowerPoint

Cells in an Excel worksheet don't use red-only formatting for negative numbers.

Cells that are set to Number format and use only the red color for negative numbers (e.g. show 1000 in red instead of -1000).

Users who have difficulty distinguishing color wont be able to tell the difference between positive and negative values.

Excel

Image or object is inline with the text.

Images or objects are positioned inline with the surrounding text,unlessobjects are in the headeror footerregions of the document.

If the image or object is not inline, it can be difficult for screen reader users to interact with the object. It can also be difficult to know where the object is relative to the text.For more info, go to Use a screen reader to select and read text boxes and images in Word

Word

Document access is not restricted.

Any document that has disabled the Access content programmatically option in the document permissions settings: Review > Restrict Editing > Restrict permission.... Select Restrict permission to this document > More options.

Information Rights Management (IRM) protection can prevent devices such as screen readers from having access to this document. For more info, go to Allow changes to parts of a protected document.

Excel, PowerPoint, Word

All content control fields have titles.

All forms have titles for each field.

Form titles provide users with information about the content of the field and the information being requested.

Word

If the content in most (but not necessarily all) cases is difficult for people with disabilities to understand, the Accessibility Checker gives a warning.

Rule

Accessibility Checker verifies

Why fix this?

Applies to these applications

Table has a simple structure.

Tables are simple rectangles with no split cells, merged cells, or nesting.

Users navigate tables via keyboard shortcuts and assistive technology, which rely on simple table structures.

Excel, PowerPoint, Word, Outlook, OneNote

Sheet tabs have meaningful names.

Sheets in the workbook include descriptive information and there are no blank sheets.

Descriptive sheet names, such as October sales totals, make it easier to navigate through workbooks than do default sheet names, such as Sheet1.

Excel

Sufficient contrast between text and background.

Colors of the text and background are different enough to make the text easy to see.

People with low vision often find it hard to read text that does not contrast with the background. If your document has a high level of contrast between the text and background, more people can see and use the content.

Excel, PowerPoint, Word, Outlook

Closed captions are included for inserted audio and video.

All audio and video objects have closed captioning.

Without captioning, the information in a video or audio segment can be entirely lost to people with disabilities.

PowerPoint, OneNote

The reading order of the objects on a slide presentation is logical.

Objects on a slide are in a logical order.

Assistive technology reads slides and the elements on them in the specified order. If the reading order isnt logical, the content doesnt make sense.

PowerPoint

When there is content that people with disabilities can understand but that could be better organized or could be presented in a way that can improve their experience, you see a tip.

Rule

Accessibility Checker verifies

Why fix this?

Applies to these applications

The section names in a deck are unique.

The sections have unique names.

Section names enable users to navigate more easily within a large presentation in the Thumbnail Pane, Slide Sorter View, and Grid View.

PowerPoint

Slide titles in a deck are unique.

Non-blank slides have unique titles.

Users rely on titles to know where they are in the deck and to navigate the deck.

PowerPoint

Documents use heading styles.

Content is organized with headings and/or a Table of Contents (TOC).

Headings and TOCs provide structural context to users and enable navigation and easier searching in the document.

Word, Outlook, OneNote

The Accessibility Checker lists all pictures with an alt text generated by the Intelligent Services.

Rule

Accessibility Checker verifies

Why fix this?

Applies to these applications

Suggested alternative text.

All pictures whose alt text was generated by Office's image recognition service.

The Intelligent Services automatically generates alt text in your document (when the feature is switched on). Review each suggestion carefully to make sure it accurately describes your picture. If you want to edit the suggestion, type over the suggested text in the Description box.

To learn how to switch on this feature, refer to section "Turn automatic alt text on" inEverything you need to know to write effective alt text.

PowerPoint, Word, Outlook

There are some accessibility issues the Accessibility Checker isn't able to detect. Also, some issues listed in the Accessibility Checker findings aren't necessarily accessibility issues that need to be fixed.

See the rest here:
Rules for the Accessibility Checker - Microsoft Support

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Accessibility tools for Word - Microsoft Support

If a picture is worth a thousand words, what's it worth to people who cannot see? Without words, it's easy for people with a visual disability to miss critical information or get frustrated with the experience.

Alternative text (alt text) is descriptive text which conveys the meaning and context of a visual item in a digital setting, such as on an app or web page. When screen readers likeMicrosoftNarrator, JAWS, and NVDA reach content with alt text, the alt text is read aloud sopeople can better understand what'son the screen. Well-written, descriptive alt text dramatically reduces ambiguity and improves user experience.

This topic describes how to understand, write, and use effective alt text in Microsoft 365 products.

To help you with alt text, Microsoft 365 offers the Accessibility checker to review relevant visual content for alt text and get suggestions on improving content accessibility, an Automatic alt text generator, and a manual alt text editor.

On the Review tab, select Check Accessibility.

In the right Accessibility pane, issues with accessibility appear under Inspection Results.

Select any flagged issues to see recommended actions.

Right-click an image, chart, or other object, and select View Alt Text.Tip: On the Review tab, you can select the Check Accessibility drop down and choose Alt Text.

In the Alt text pane on the right, edit or approve the displayed alt text (if automatically generated).

If the image doesn't needalt text, such as a border, select Mark as decorative.

On the File tab, select Options and choose the Accessibility tab.

Select or clearthe Automatically generate alt text for me checkbox under Automatic Alt Text.

Automatic alt text generation needs Microsoft 365 intelligent services. To turn this on:

On theFiletab, selectOptionsand chooseGeneral.

SelectEnable servicesunder Microsoft 365 intelligent services.

Make sure to convey the content and the purpose of an image in a concise and unambiguous manner. The alt text shouldnt be longer than a sentence or twomost of the time a few thoughtfully selected words will do. Consider what is important about an image. For example, important context might be the setting, the emotions on people's faces, the colors, or the relative sizes.

Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of." In the example below, the alt text is referring to the image and does not describe the content of the image sufficiently.

You can also add alt text as an argument to the IMAGE function either by using text in quotes or by using a cell reference that contains the text.For example, IMAGE("www.contoso.com/logo.jpg", "Contoso logo").

When dealing with objects that give detailed information, such as an infographic, use alt text to provide the information conveyed in the object. Describing a chart as A bar chart showing sales over time,' for example, would not be useful to a blind person. Try to convey the insight; for example, A bar chart showing sales over time. In July, sales for brand A surpassed sales for brand B and kept increasing throughout the year. Alt text should also clearly describe the beginning point, progress, and conclusion of flow charts.

Videos that don't explain their content require alt text to describe the visual experience, even if the user hears music, background sounds, and speech. Alt text should describe the content and purpose of the video.

Ideally, a video should contain a second audio track with a description of the video elements that are purely visual and not accessible to people with a visual disability.

The Microsoft 365 Accessibility Checker does not flag if a table is missing alt text. However, it is always a good practice to write a clear, descriptive, and concise alt text for a table.

Decorative objects add visual interest but arent informative (for example, stylistic borders). People using screen readers hear these are decorative so they know they arent missing any important information. To mark a visual as decorative, select the Mark as decorative checkbox in the Alt Text pane. The text entry field becomes grayed out.

Tip:If you export your document as a PDF, any visuals you have marked as decorative are automatically tagged as artifacts. They are then ignored by screen readers when navigating through PDFs.

If the Microsoft 365 Accessibility Checker doesn't flag an object when it's missing alt text, you don't have to write alt text for it. A slicer isan exampleof such an object.

For instructions on how to add alt text inOutlook, Word,Excel, andPowerPoint, go toAdd alternative text to a shape, picture, chart, SmartArt graphic, or other object.

Remember to use the Microsoft 365 Accessibility Checker during your review process. It checks that all relevant visual content has alt text and also gives you other suggestions for improving the accessibility of your content, such as checking contrast ratios. To run the Accessibility Checker, onthe Review tab, selectCheck Accessibility. For more info on the Accessibility Checker, go to Improve accessibility with the Accessibility Checker.

Do not use a file name, duplicate text, or URLs as alt text. The Accessibility Checker flags these since they are not useful to someone with a visual disability. For more info, go to Rules for the Accessibility Checker.

If there is a group of objects that forms a semantic group, such as a group of photos that all show dogs, assign alt text for the whole group. If objects have been grouped together for formatting reasons, ungroup the objects and assign appropriate alt text for each object.

Note:If you have used Microsoft 365 for a while, you might have noticed that the Alt Text pane used to have two fields, Title and Description. Now we use a single Description field in most of our appsit has been found that having a single field is easier and less confusing for both you as the author and also anyone using a screen reader to consume the content.

In Microsoft 365, alt text can be generated automatically. When you insert a picture, you might see a bar show up at the bottom of the picture with automatically generated alt text.

In Office 2019, alt text is not generated automatically when you insert an image. If you want to add automatic alt text, select the Generate a description for me button in the Alt Text pane. Depending on the content of the image, sometimes the feature gives you descriptive tags and sometimes you get full sentences.

If automatic alt text is generated, remember to review and edit it in the Alt Text pane and remove any comments added there such as "Description generated with high confidence."

Note:Before you can use automatic alt text, you might have toenable Microsoft 365 Intelligent Services in any Microsoft 365product.

1.On theFiletab, selectOptionsand chooseGeneral.2. SelectEnable servicesunder Microsoft 365 intelligent services.

For more info, refer toConnected experiences in Microsoft 365.

On theFile tab, selectOptions and choose Accessibility.

SelectAutomatically generate alt text for meunder Automatic Alt Text.

In the Microsoft 365app, right-click the item to reviewand select View Alt Text. The Alt Text pane opens.

If the alt text is satisfactory, select the Approve alt text checkbox.

On theFile tab, selectOptions and choose Accessibility.

ClearAutomatically generate alt text for meunder Automatic Alt Text.

Get additional resources to help you write effective alt text:

Read the original post:
Everything you need to know to write effective alt text

You can create hyperlinks that link to a Word document or Outlook email message that includes heading styles or bookmarks. You can also link to slides or custom shows in PowerPoint presentations and specific cells and sheets in Excel spreadsheets.

Tips:

Learn about adding bookmarks.

To add a heading style, select your heading text, click the Home tab in Word or the Format Text tab in Outlook, and select a style in the Styles group.

Create a hyperlink to a location in the current document

Select the text or picture that you want to display as a hyperlink.

On the ribbon, on the Message tab, select Link.

You can also right-click the text or picture and click Link on the shortcut menu.

Under Link to, click Place in This Document.

In the list, select the heading (current document only), bookmark, slide, custom show, or cell reference that you want to link to.

Optional: To customize the ScreenTip that appears when you rest the pointer over the hyperlink, click ScreenTip in the top-right corner of the Insert Hyperlink dialog box and enter the text you want.

Create a hyperlink to a location in another document

Select the text or picture that you want to display as a hyperlink.

On the ribbon, on the Message tab, select Link.

You can also right-click the text or picture and click Link on the shortcut menu.

Under Link to, click Existing File or Web Page.

In the Look in box, click the down arrow, and find and select the file that you want to link to.

Click Bookmark, select the heading, bookmark, slide, custom show, or cell reference that you want, and then click OK.

Optional: To customize the ScreenTip that appears when you rest the pointer over the hyperlink, click ScreenTip in the top-right corner of the Insert Hyperlink dialog box and enter the text you want.

Read more:
Create or edit a hyperlink - Microsoft Support

Applies ToWord for Microsoft 365 Word 2024 Word 2021 Word 2019 Word 2016 Office 2016

Learn how to open and use the Accessibility Checker to find issues that make Word difficult for people with disabilities.

Accessibility in Microsoft 365

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Video: Check the accessibility of your document - Microsoft Support

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Overview

At present at least 2.2 billion people around the world have a vision impairment, of whom at least 1 billion have a vision impairment that could have been prevented or is yet to be addressed. The world faces considerable challenges in terms of eye care, including inequalities in the coverage and quality of prevention, treatment and rehabilitation services; a shortage of trained eye care service providers; and poor integration of eye care services into health systems, among others. TheWorld report on visionaims to address these challenges and galvanize action.

Produced at the request of Member States during a side event to the 70th World Health Assembly, and with the support of experts from around the world, the report provides evidence on the magnitude of eye conditions and vision impairment globally, draws attention to effective strategies to address eye care, and offers recommendations for action to improve eye care services worldwide. The key proposal of the report is for all countries to provide integrated people-centred eye care services which will ensure that people receive a continuum of eye care based on their individual needs throughout their lives.

TheWorld report on visionis directed at ministries of health, development agencies, civil society organizations and researchers, practitioners and policy-makers from the field of eye care. It is hoped that by shaping the global agenda on vision, the report will assist Member States and their partners in their efforts to reduce the burden of eye conditions and vision loss and achieve the Sustainable Development Goals (SDGs), particularly SDG target 3.8 on universal health coverage.

Other languages available:

See more here:
World report on vision - World Health Organization (WHO)

Eye conditions are remarkably commonand many eye conditions can lead to visionimpairment, including blindness. Those who live long enough will experience at least one eye condition during their lifetime.Globally, at least 2.2 billion people have a vision impairment. In at least 1 billion or almost half of these cases, vision impairment could have been prevented or has yet to be addressed.

The work of WHOs Eye care, vision impairment and blindness programmeis guided byWorld Health Assemblyresolution WHA73.4 Integrated, people-centred eye careand the recommendations of theWHO World report on vision (2019). The strategic recommendations and technical tools provided by WHO aimto assistMember States and their partnersinreducing the burden of eye conditions and vision impairment while working towards achieving the Sustainable Development Goals (SDGs), specifically SDG target 3.8 on universal health coverage.

The two main causes of vision impairment are unoperated cataract and uncorrected refractive error. Given the large unmet need for cataract surgery and refractive error care, coupled with the fact that highly cost-effective interventions existfor these conditions, two new global targets on effective coverage of eye care for 2030were endorsed at the World Health Assembly in 2021. Thesetargets aim to improve eye health coverage while ensuring quality care.

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Eye care, vision impairment and blindness programme

$45,000 Raised to benefit SGML Eye Hospital near Ujjain, India for rural and underserved population to prevent blindness  The Indian Panorama

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