Use Headings to Structure the Document

Headings help participants scan the document visually and allow screen reader users to navigate from section to section.

1. Select the text you want to use as a section heading.
2. Go to the Home tab.
3. Choose a built-in style such as Heading 1, Heading 2, or Heading 3.
4. Use headings in order instead of skipping levels.
5. Use normal paragraph text for body content.

Tip: Do not create headings by only making text larger, bold, or underlined. Use Word’s built-in heading styles.

Improve Text Readability

Clear formatting helps participants read handouts more comfortably, especially on printed pages, tablets, or enlarged screens.

1. Use a simple, readable font such as Arial, Calibri, Aptos, or Times New Roman.
2. Use at least 11 or 12 pt font for body text.
3. Use strong contrast between text and background.
4. Break long paragraphs into shorter sections.
5. Use bulleted or numbered lists when presenting steps or grouped information.
6. Avoid using color alone to communicate important meaning.

Tip: If a document feels crowded, add white space, headings, and shorter paragraphs before reducing the font size.

Use Built-In Lists

Built-in lists help assistive technology identify grouped information and step-by-step instructions correctly.

1. Highlight the items that belong in the list.
2. Go to the Home tab.
3. Select the built-in Bullets or Numbering option.
4. Use numbered lists for steps that must happen in order.
5. Use bulleted lists for related items that do not need a specific order.

Tip: Avoid manually typing numbers, dashes, or symbols to imitate a list.

Add Alt Text for Images

Alt text describes meaningful images for participants who cannot see them or who use assistive technology.

1. Right-click the image.
2. Select View Alt Text or Edit Alt Text.
3. Write a concise description of the image and why it matters.
4. Mark the image as decorative if it does not communicate important information.

Example: “Map showing the Oregon Trail route from Missouri to Oregon.”

Tip: Avoid starting descriptions with “image of” or “picture of.”

Use Meaningful Link Text

Meaningful links help participants understand where a link goes before they open it.

1. Highlight the words you want to turn into a link.
2. Right-click and select Link.
3. Paste the web address into the address field.
4. Use descriptive link text, such as Visit the Library of Congress collection.
5. Avoid vague links such as click here or long pasted URLs.

Tip: A participant should know the purpose of the link from the linked words alone.

Use Simple Tables Carefully

Tables can be useful, but complex tables can be difficult for assistive technology to interpret.

1. Use tables only for data, not for visual layout.
2. Keep tables simple whenever possible.
3. Use a clear header row to identify each column.
4. Avoid merged cells, split cells, and nested tables.
5. Check that the table still makes sense when read row by row.

Tip: If a table becomes too complicated, consider rewriting the information as a list or short paragraphs.

Run a Final Accessibility Check

Before sharing your document, use Word’s Accessibility Checker to identify common issues such as missing alt text, unclear links, skipped heading levels, and table problems.

1. Go to the Review tab.
2. Select Check Accessibility.
3. Review the inspection results.
4. Correct any issues that Word identifies.
5. Save your updated file.

Tip: Run the Accessibility Checker before converting a Word document to PDF.