FSU College of Medicine
Important Notice: Starting April 24, 2026, all digital web content and mobile apps must meet the new digital accessibility criteria outlined in the ADA Title II Web Accessibility Requirements.

Microsoft Word
Accessibility Guide

Why Word Accessibility Matters

Microsoft Word documents are widely used for reports, syllabi, course materials, and official communications. Making these documents accessible ensures that all students, faculty, and staff can read and use them effectively, regardless of ability.

Using the Accessibility Checker

Word includes a built-in accessibility checker that identifies common accessibility issues.

Use the Accessibility Checker
To run the Accessibility Checker:
  1. Click the Review tab
  2. Click Check Accessibility
  3. Review the results in the Accessibility pane that appears on the right
  4. Click on each issue to see recommended fixes
  5. Address each issue following the guidance provided
Pro Tip Keep the Accessibility Checker pane open while you work. It will update in real-time as you make changes, helping you maintain accessibility throughout the document creation process.

Creating Proper Document Structure

FSU Institutional Word Templates

Get started quickly with our pre-formatted templates that include FSU institutional branding and accessible heading styles. Choose your preferred font:

Download Word Accessibility Template (Open Sans)

Download Word Accessibility Template (Arial)

Using Heading Styles

Headings create a document outline that screen reader users can navigate. Never use bold or large text to create "fake" headings.

To apply heading styles:
  1. Place your cursor in the text you want to make a heading
  2. Go to the Home tab
  3. In the Styles group, select the appropriate heading level
  4. Use Heading 1 for the document title
  5. Use Heading 2 for main sections
  6. Use Heading 3, 4, etc. for subsections
Important Never skip heading levels. Going from Heading 2 to Heading 4 creates confusion for screen reader users trying to understand the document structure.

Setting Document Language

Specifying the document language helps screen readers pronounce words correctly.

To set the document language:
  1. Go to Review tab
  2. Click Language → Set Proofing Language
  3. Select the appropriate language (usually English - United States)
  4. Click OK

Adding Alternative Text to Images

All images must have alternative text (alt text) that describes the content and function of the image for screen reader users.

To add alt text:
  1. Right-click the image
  2. Select View Alt Text
  3. In the Alt Text pane, type a description in the text box
  4. Keep descriptions concise (under 150 characters when possible)
  5. Describe what's important about the image in context
  6. For decorative images, check the "Mark as decorative" box
Writing Good Alt Text
  • Be specific and concise
  • Don't start with "image of" or "picture of"
  • Describe the content and function
  • For charts/graphs, include the key data or trends

Creating Accessible Tables

Tables must be structured correctly for screen readers to convey the relationships between data.

To create accessible tables:
  1. Use the Insert tab to create tables (never use spaces or tabs)
  2. Keep table structure simple - avoid merged or split cells when possible
  3. Designate a header row
  4. Select the table
  5. Go to Table Design tab
  6. Check the Header Row box
Important Don't use tables for layout purposes. Use tables only for actual tabular data. For complex layouts, consider using text boxes or columns instead.

Using Lists Properly

Use Word's built-in list formatting rather than manually typing bullets or numbers.

To create accessible lists:
  1. Go to the Home tab
  2. Use the Bullets button for unordered lists
  3. Use the Numbering button for ordered lists
  4. Don't manually type asterisks, dashes, or numbers

Using Color and Contrast

Ensure text is readable with sufficient color contrast.

Color Accessibility Checklist
  • Use high contrast between text and background
  • Never rely on color alone to convey information
  • Avoid red/green combinations for colorblind users
  • Use text labels in addition to color coding
  • Test your document in grayscale to ensure information isn't lost

Word Accessibility Quick Checklist

  • Run the Accessibility Checker and fix all issues
  • Use Heading Styles (never skip levels)
  • Add alt text to all images
  • Use built-in list formatting
  • Create simple table structures with header rows
  • Use meaningful hyperlink text
  • Set the document language
  • Ensure sufficient color contrast
  • Use styles for formatting (not manual formatting)