For many of us, a Word document is our go-to means of creating and storing documents. But did you know that it’s possible to make these documents more accessible with just a few steps? Making your Word documents accessible ensures that everyone, including those with disabilities and impairments, can access their content.

Document accessibility training involves more than just making sure you are using the right fonts or styling for all types of users, and it also requires taking a few steps to make sure all users can access file properties as well as navigation between pages. In this article, we’ll explain why it’s important to make your documents more accessible for all users, as well as how you can do so easily and quickly!

Use Alt text on images

word documents accessible

It’s important to use alternative text (alt text) on all images in your Word document. This will help people who are visually impaired and use a screen reader to understand what is in the image. To add alt text to an image:

  1. Select the image.
  2. Click the Format tab under Picture Tools.
  3. In the Layout group, click Alt Text.
  4. Enter alternative text in the Description field.

Run the accessibility checker test

The first step in document accessibility training is to run the accessibility checker. The accessibility checker test will identify any areas of the document that need to be fixed in order to meet WCAG 2.0 Level AA Success Criteria. To run the accessibility checker test:

  1. Open the Word document you want to check for accessibility.
  2. Click the “File” tab, and then click “Check for Issues.”
  3. Click “Check Accessibility.”
  4. The Results pane will open, showing any errors, warnings, or tips related to the accessibility of your document.
  5. To fix an issue, click on it in the Results pane and then follow the instructions provided.

Take the help of a color contrast analyzer

Color contrast is one of the most important accessibility features for text. It ensures that people with visual impairments can read the text on a page. The WCAG guidelines recommend a minimum color contrast ratio of 7:1 for normal text and 4.5:1 for large text. There are a few different ways to check color contrast. The first is to use a color contrast tool like the one offered by the World Wide Web Consortium (WCAG).

color contrast analyzer

This tool will tell you if your foreground and background colors meet the WCAG guidelines. Another way to check color contrast is to use your eyesight. Hold your finger up to the screen and measure the width of the space between your finger and the edge of the text. You can also use a colorimeter to measure color contrast ratios.

A colorimeter is a device that measures light intensity. It’s generally used by graphic designers and printers, but it can also be used to measure color contrast ratios. The best way to ensure good color contrast is to choose colors that have a high Contrast Ratio. Some good examples of high Contrast Ratios are black and white, dark green and light green, dark blue and light blue, etc.

Audible sound usage

If you use sound in a document, make sure that the information is accessible even if you can’t hear it. To make videos and audio files accessible, you can add closed captions or subtitles. When adding closed captions or subtitles to your videos or audio files, be sure to include all essential information. This includes who is speaking, what they’re saying, as well as any important sound effects.

Closed captions and subtitles should be placed near the corresponding dialogue or action so that viewers can follow along easily during the document accessibility training. If you’re creating a document with audio content, be sure also to provide a transcript of the audio. This way, users who are unable to hear the audio will still be able to access the information. By following these simple tips, you can ensure that your documents are accessible to everyone regardless of their ability to hear.

Hyperlinks with descriptions

Hyperlinks should be used sparingly in Microsoft Word documents. If they are used, the link text should describe the destination of the link. For example, “Click here for more information on accessibility features in Word.” Do not use “Click here” as link text without also including a description of where the link goes.


Making documents more accessible is a simple way to make sure everyone can access the content that you have created. With just a few basic steps, you can quickly and easily make your Word documents more accessible for all types of users, regardless of ability or disability. These steps are important for anyone who wants their information to be read and understood clearly by as many people as possible. By understanding the basics of making documents more accessible, we’re all doing our part to create an inclusive world!

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