Accessibility Features
Learn how to use Word's Accessibility Checker to identify and fix issues that make documents difficult to use for people with disabilities.
Video
Watch the lesson video, then complete the reading and challenge.
Lesson Notes
Read through the key concepts before you try the challenge.
Why Accessibility Matters
An accessible document can be read and navigated by people who use screen readers, keyboard-only navigation, or other assistive technologies. Word includes tools that help you catch common accessibility issues before sharing your document.
Running the Accessibility Checker
Go to Review → Check Accessibility. The Accessibility pane opens on the right, listing Errors, Warnings, and Tips. Click any issue to jump directly to the problem in the document.
Adding Alt Text to Images
Alt text describes an image for screen readers. Right-click an image and choose Edit Alt Text. Type a brief, descriptive sentence that explains what the image shows. Avoid vague descriptions like 'image 1'.
Using Meaningful Heading Structure
Screen readers use heading styles to help users navigate long documents. Use Heading 1 for main sections, Heading 2 for subsections, and so on — never skip levels (e.g., going from Heading 1 directly to Heading 3).
Making Tables Accessible
Data tables should have a header row that labels each column. Select your table, go to Table Design → check Header Row, and confirm the first row is formatted as a header so screen readers can announce column names.
Using Meaningful Hyperlink Text
Avoid hyperlinks that only show the raw URL or phrases like 'click here'. Instead, use descriptive link text such as 'Visit the Microsoft 365 support page' so screen reader users understand the link's destination.
Knowledge Check
What is the purpose of alt text on images in a Word document?
Challenge
Apply what you've learned in this lesson.
Complete the following tasks:
- Open a document that contains at least one image and a table.
- Run Check Accessibility from the Review tab.
- Fix any missing alt text by right-clicking each image and entering a description.
- Check that your heading structure does not skip levels.
- Review any hyperlinks in the document and update generic 'click here' text with descriptive link labels.
- Re-run the Accessibility Checker and confirm the errors are resolved.