How to Use the Accessibility Checker in Word

The Accessibility Checker is Word’s built-in tool for identifying and fixing accessibility issues in documents. It scans for problems that prevent users with disabilities from accessing document content. This guide teaches you how to use the Accessibility Checker effectively to create inclusive documents.

Understanding Accessibility in Documents

Why Accessibility Matters

Accessible documents can be used by everyone, including people with visual impairments, hearing loss, mobility challenges, and cognitive disabilities. Creating accessible documents ensures your content reaches the widest possible audience.

Accessibility isn’t just about compliance—it’s about inclusion and respect for your readers.

Common Accessibility Issues

The Accessibility Checker looks for:

• Missing alternative text on images
• Poor color contrast
• Missing or improper heading structure
• Empty table headers
• Inadequate link text
• Missing document title
• Reading order issues

Fixing these issues makes your documents usable for assistive technology like screen readers.

Accessing the Accessibility Checker

Opening the Accessibility Checker

In Word, click the Review tab in the ribbon. Look for “Check Accessibility” or “Accessibility Checker” button.

Click it to scan your entire document. Word analyzes the content and generates a report.

Where to Find It

Different Word versions may place the button in slightly different locations:

• Word Desktop: Review tab
• Word Online: Review tab (if available)
• Word Mobile: May be in the More menu

If you can’t immediately find the button, search the Review tab menus.

Understanding the Accessibility Report

Report Organization

The Accessibility Checker displays issues organized by severity:

• Errors: Critical issues preventing document use by people with disabilities
• Warnings: Issues that may affect accessibility
• Tips: Suggestions for improving document accessibility

Errors should always be fixed. Warnings are important; tips are optional but beneficial.

Issue Descriptions

Each reported issue includes:

• A description of what’s wrong
• Where in the document the issue exists
• Suggestions for fixing it

Click any issue to jump to that location in your document.

Fixing Accessibility Issues

Missing Alternative Text

Alt text describes images for screen reader users. The Accessibility Checker often flags images without alt text.

To fix, right-click the image and select “Edit Alt Text.” In the dialog, write a concise description of the image’s content and purpose.

Keep alt text brief (under 125 characters) but descriptive enough that someone understanding only the text gets the image’s meaning.

Heading Structure Issues

Proper heading structure (Heading 1, Heading 2, etc.) helps screen reader users navigate your document.

Issues include:

• Skipped heading levels (jumping from Heading 1 to Heading 3)
• Text formatted as headings but not using heading styles
• Multiple Heading 1s that should be Heading 2s

Fix by applying proper heading styles using the Home tab. Ensure headings form a logical hierarchy.

Color Contrast Problems

Text should have sufficient contrast with background color for readers with vision impairment or color blindness.

If the Accessibility Checker flags contrast issues, increase contrast by:

• Using darker text on light backgrounds
• Using lighter text on dark backgrounds
• Avoiding color combinations that are hard to distinguish

Check contrast ratios using online tools if you’re unsure. WCAG guidelines recommend at least 4.5:1 contrast for body text.

Empty Table Headers

Tables should have headers identifying columns or rows. The Accessibility Checker flags tables without headers or with empty header cells.

Add headers to your tables. Right-click the table and select options to mark the first row or column as headers.

Write clear, concise headers that describe the column or row content.

Inadequate Link Text

Link text should describe where the link goes. “Click here” is poor link text. “Learn more about accessibility” is better.

The Accessibility Checker flags links with vague text. Edit links to be descriptive. Right-click and select “Edit Link” to change the display text.

Missing Document Title

Documents should have titles identifying their content. The Accessibility Checker flags documents without titles.

Add a title through File > Info > Properties. The title appears in screen readers and helps identify the document.

Reading Order Issues

Screen readers read documents in order. Complex layouts with text boxes, columns, or images can create confusion.

If your document has unusual layout, verify it reads logically when going top-to-bottom, left-to-right. Consider simplifying layout for better accessibility.

Accessibility Checker Workflow

Step-by-Step Process

1. Run the Accessibility Checker (Review > Check Accessibility)
2. Review the generated report
3. Click each issue to jump to its location
4. Fix issues using suggestions provided
5. Rerun the Accessibility Checker to verify fixes
6. Repeat until all critical errors are resolved

Multiple Passes

You may need several passes to address all issues. Fix errors first, then warnings, then consider tips.

Rerun the checker after each batch of fixes to verify you’ve addressed problems correctly.

Prioritizing Issues

Focus on errors first—these prevent document use by people with disabilities. Warnings should be addressed. Tips can be implemented as time allows.

If time is limited, address errors and warnings; tips are optional improvements.

Advanced Accessibility Checking

Manual Accessibility Review

Beyond the Accessibility Checker, manually review your document for:

• Clear and simple language
• Consistent formatting
• Logical structure
• Meaningful visuals
• Accessible fonts (sans-serif typically works better)

The Accessibility Checker catches technical issues but can’t evaluate content clarity.

Testing with Screen Readers

For critical documents, test with screen readers to verify the document reads logically and understandably. Common screen readers include:

• NVDA (Windows, free)
• JAWS (Windows, commercial)
• VoiceOver (Mac, built-in)
• TalkBack (Android, built-in)

Testing reveals issues the Accessibility Checker might miss.

Color Blindness Considerations

Beyond contrast ratios, ensure you don’t rely solely on color to convey information. Use patterns, labels, or other indicators alongside color.

For example, instead of only using red for warnings, use red text with a warning symbol or “WARNING:” label.

Accessibility Best Practices

From the Start

Build accessibility into documents from the beginning rather than trying to fix it later. Apply styles, add alt text during creation, and use descriptive link text as you write.

This approach is more efficient than retrofitting accessibility.

Consistent Structure

Use consistent formatting throughout your document. Apply styles consistently, use the same heading levels for similar sections, and maintain similar table structures.

Consistency helps both sighted and screen reader users understand document organization.

Simple Language

Use clear, simple language. Define jargon and acronyms on first use. Short sentences and paragraphs are easier to understand and navigate.

Accessibility includes clarity of language, not just technical accessibility.

Meaningful Images and Graphics

Every image should serve a purpose. Decorative images should have empty alt text or be marked as decorative.

Informational images need descriptive alt text. Charts and graphs need data descriptions.

Document Purpose

Start documents with a clear statement of purpose and audience. This helps all readers, especially those using assistive technology, quickly understand document relevance.

Accessibility in Collaborative Documents

Shared Document Accessibility

When collaborating on documents, ensure all contributors understand accessibility requirements. Establish guidelines for:

• Required alt text descriptions
• Heading structure standards
• Link text expectations
• Color and contrast requirements

Review Cycle Integration

Include accessibility review in your document review process. Run the Accessibility Checker before finalizing documents for sharing.

Make accessibility a standard part of your workflow.

Accessibility and Different Document Types

Academic Papers

Academic documents should have:

• Clear title and author information
• Proper heading structure for sections
• Alt text for all images and figures
• Accessible tables with headers
• Descriptive hyperlinks

Reports and Business Documents

Business documents should include:

• Document title
• Clear section headings
• Table headers
• Alt text for all graphics
• Strong color contrast

Creative Documents

Creative documents need:

• Descriptive alt text for decorative and informational images
• Accessible text descriptions of diagrams
• Legible fonts and colors
• Clear structure despite creative design

Accessibility Standards

WCAG Guidelines

The Web Content Accessibility Guidelines (WCAG) provide international standards for accessibility. While designed for web content, the principles apply to documents.

WCAG has three conformance levels: A (basic), AA (intermediate), and AAA (advanced). Aim for AA compliance.

Legal Requirements

Some jurisdictions require documents to meet accessibility standards, particularly for government and educational institutions.

Check your local requirements. When in doubt, follow best practices to ensure maximum accessibility.

Troubleshooting Accessibility Issues

Accessibility Checker Errors Not Making Sense

Some checker suggestions may seem unclear. Right-click issues for more detailed explanations.

Consult Microsoft’s documentation or accessibility resources for clarification.

Difficulty Finding All Alt Text

Word Mobile and some versions have limited accessibility viewing. Use Word Desktop to ensure all images have proper alt text.

Create a checklist as you go through the document.

Conflicting Accessibility Requirements

Sometimes making text accessible in one way conflicts with other requirements. Prioritize users with disabilities.

When conflicts arise, consult accessibility guidelines or experts for guidance.

Resources for Accessibility

Microsoft Resources

Microsoft provides extensive accessibility documentation and training. Visit Microsoft’s Accessibility website for tools, templates, and guidelines.

Third-Party Resources

Organizations like WCAG and the Web Accessibility Initiative provide detailed accessibility guidance. These resources help you understand underlying principles.

Assistive Technology Communities

Users of assistive technology can provide valuable feedback on whether your document truly works for their needs.

Conclusion

The Accessibility Checker is a powerful tool for creating inclusive documents that work for everyone. By running the checker regularly, addressing errors and warnings, and following accessibility best practices, you ensure your documents are usable by people with disabilities. Accessibility isn’t just a technical requirement—it’s a matter of respect and inclusion. By making your documents accessible, you expand your audience and demonstrate commitment to inclusion. Make accessibility checking a standard part of your document workflow.