How to Use the Accessibility Checker in Microsoft Word

Introduction

The Accessibility Checker in Microsoft Word ensures your documents are readable and usable by everyone, including people with disabilities who rely on assistive technologies like screen readers. Creating accessible documents is both an ethical responsibility and increasingly a legal requirement. GenText complements the Accessibility Checker by helping you write clear, concise content that reads naturally for all audiences, including those using accessibility tools.

What Is Document Accessibility?

Document accessibility means ensuring content is perceivable, usable, and understandable by all readers, regardless of ability. Key accessibility principles include:

• Visual accessibility: Sufficient contrast, readable fonts, and non-reliance on color alone
• Structural accessibility: Proper heading hierarchies and logical organization
• Alternative content: Descriptions for images and non-text elements
• Readable content: Clear language and appropriate reading level
• Navigation accessibility: Logical document flow and hyperlink descriptions

Locating the Accessibility Checker

Accessing from the Review Tab

1. Click the Review tab in the Word ribbon
2. Look for Accessibility in the Protect group
3. Click Check Accessibility to open the inspection panel
4. Results appear immediately in a sidebar pane

Via File Menu

Alternative location for accessibility tools:

1. Click File
2. Select Info
3. Look for Check for Issues
4. Select Check Accessibility
5. Inspection panel opens with results

Understanding Accessibility Issues

The Accessibility Checker categorizes findings into three levels:

Errors (Red)

Critical issues preventing access:

• Missing alt text on images
• Missing heading structure in document
• Blank table headers without descriptive text
• Hyperlinks without descriptive text (linked text says “click here”)

Warnings (Yellow)

Potentially problematic issues:

• Floating objects not anchored to text
• Nested tables creating navigation complexity
• Split cells confusing screen reader interpretation
• Merged cells disrupting table structure

Tips (Blue)

Suggestions for improvement:

• Consider using more headings for structure
• Review table complexity for screen reader clarity
• Check color contrast for visibility
• Verify text boxes are properly formatted

Running Accessibility Checks

Step-by-Step Process

1. Click Review tab
2. Select Check Accessibility
3. Scan results in the sidebar pane
4. Sort by category (Errors, Warnings, Tips)
5. Select each issue to see explanation
6. Review suggested fix for the issue

Interpreting Results

Each result provides:

• Issue description: What accessibility problem was found
• Why fix: Explanation of impact on accessibility
• How to fix: Step-by-step resolution instructions
• Document location: Where the issue appears

Fixing Common Accessibility Issues

Adding Alt Text to Images

Alternative text describes images for screen reader users:

1. Right-click the image with missing alt text
2. Select Edit Alt Text
3. Enter concise description (aim for 120 characters or less)
4. Include essential context but avoid “image of” phrases
5. Click OK to save

Good alt text: “Bar chart showing 20% increase in Q3 revenue” Poor alt text: “chart” or “picture of a chart showing data”

Adding Heading Structure

Proper heading hierarchy enables navigation:

1. Identify logical sections in your document
2. Position cursor before each section title
3. Click Home tab
4. Select appropriate heading style (Heading 1, Heading 2, etc.)
5. Ensure hierarchy: H1 for main topics, H2 for subtopics, H3 for sub-subtopics

Avoid skipping heading levels (jump from H1 directly to H3).

Creating Accessible Tables

Tables require special formatting:

1. Select your table
2. Right-click and choose Table Properties
3. Check Repeat Header Row for multi-page tables
4. Ensure first row contains headers describing columns
5. Avoid merged or split cells where possible
6. Add clear, descriptive headers rather than abbreviations

Using Descriptive Hyperlinks

Screen readers announce hyperlink text, so:

1. Replace “click here” links with descriptive text
2. Make link text meaningful: “Read our accessibility guidelines” instead of “click here”
3. Include context about link destination
4. Avoid URLs as link text when possible

Improving Color Contrast

Adequate contrast helps readers with low vision:

1. Check current contrast ratio using accessibility tools
2. Aim for 4.5:1 ratio for normal text
3. Use 3:1 ratio for large text (18pt+)
4. Test with color-blind simulator to verify contrast
5. Avoid relying on color alone to convey meaning

Advanced Accessibility Features

Language Settings

Help screen readers pronounce content correctly:

1. Select text in different language
2. Click Review tab
3. Click Language in Proofing group
4. Select appropriate language
5. Screen readers use correct pronunciation rules

Document Language

Set primary document language:

1. Click File → Options → Language
2. Select document language from dropdown
3. Click Set as Default if appropriate
4. Screen readers apply correct language rules throughout

List Formatting

Create accessible lists:

1. Click Home tab
2. Use Bullets or Numbering buttons for lists
3. Avoid creating lists manually with dashes or numbers
4. Maintain consistent list formatting throughout document
5. Screen readers recognize properly formatted lists

Testing Your Accessible Document

Manual Testing

1. Navigate document using Tab key to verify logical order
2. Use keyboard only (no mouse) to check navigation
3. Enable high contrast mode to check readability
4. Use Reader Mode to verify document flows correctly
5. Test with screen reader if available (NVDA, JAWS)

Validation Tools

Beyond the built-in Checker:

• WAVE Browser Extension: Evaluates web content accessibility
• Color Contrast Analyzer: Measures color contrast ratios
• Screen readers: NVDA, JAWS, VoiceOver to test actual use

Best Practices for Accessible Documents

During Document Creation

• Use built-in styles rather than manual formatting
• Start with accessible templates
• Add alt text immediately when inserting images
• Use proper heading hierarchy from the beginning
• Include descriptive titles and summaries

Before Finalizing

• Run Accessibility Checker as final quality check
• Fix all errors and most warnings
• Review suggestions and implement where relevant
• Test with actual users if possible
• Document accessibility decisions made

Ongoing Maintenance

• Update alt text if images change
• Revise structure if content reorganization occurs
• Review for new accessibility issues when editing
• Share accessibility standards with collaborators
• Collect feedback from accessibility users

Common Accessibility Myths Debunked

Myth: “Accessibility is only for people who are blind” Reality: Accessibility benefits people with cognitive, motor, hearing, and vision disabilities

Myth: “Making documents accessible makes them ugly” Reality: Accessible documents are often cleaner and more professional

Myth: “Accessibility is expensive and time-consuming” Reality: Building accessibility in from the start is faster and cheaper than retrofitting

Myth: “Alt text should be very long and detailed” Reality: Concise, accurate alt text of 120 characters or less works best

Compliance Standards

Common Requirements

• Section 508: U.S. federal government accessibility standard
• WCAG 2.1: Web Content Accessibility Guidelines (applies to digital documents)
• ADA: Americans with Disabilities Act (U.S. legal requirement)
• EN 301 549: European accessibility standard

Conclusion

Using Word’s Accessibility Checker ensures your documents serve all readers, meeting both ethical and legal standards. By systematically addressing accessibility issues, you create inclusive documents that everyone can access and understand. GenText complements accessibility efforts by helping you write clear, inclusive content that naturally resonates with diverse audiences and reading abilities.