Accessibility in Word

Word is widely used at UC for creating documents such as syllabi, reports, handouts, policies and meeting notes. This page links to Microsoft’s own accessibility instructions for Word and highlights key checks to use whenever you create or revise content.

Microsoft Step-by-Step Support

Because Word is updated frequently, the step‑by‑step “how‑to” instructions live in Microsoft’s own documentation. Use those as your main reference, and rely on the UC tips and checklists on this page to support common use cases and questions you are likely to encounter.

Word Accessibility

Tips For Using Word at UC

These tips reflect how Word is commonly used at UC and where people most often need to build in accessibility or have questions:

  • If a document will be shared widely (with students, staff, or the public), create it accessibly in Word before exporting or sharing.
  • Whenever possible, start with an accessible Word file rather than trying to “fix” accessibility issues later in a PDF.
  • If you are posting Word documents in Canvas or on UC websites, follow both Word accessibility practices and any requirements for the system where you are uploading the file.
  • Use the Accessibility Checker in Word as a routine part of your editing process, not just a one-time task. It identifies accessibility errors, warnings, and tips, and gives instructions to fix the issues.

Applying this to Your Content

What you need to focus on in Word depends on the kind of document you are creating. Use the checklist above, then deepen your work with the Core Concepts that match your content.

For documents like syllabi, policies, reports, or long handouts, focus on:

  • Titles & Headings – to create a clear, logical structure.
  • Navigation & Order – to make it easy to move through the document, especially with assistive technology.
  • Copy Formatting – to keep fonts, spacing, and emphasis readable and consistent.
  • Hyperlinks – to make link text meaningful on its own.

For documents that rely on charts, tables, diagrams, or infographics, focus on:

  • Alt Text – to describe images, charts, and diagrams.
  • Color Contrast – to make sure text and important visuals are readable.
  • Navigation & Order – to ensure tables and content read in a logical sequence.
  • Hyperlinks – if you are linking to data sources or related information.

For documents you plan to export to PDF or post in Canvas or on the web, focus on:

  • Titles & Headings and Navigation & Order – so structure carries through when exporting or posting.
  • Alt Text and Color Contrast – because these remain critical in PDFs, Canvas pages, and web content.
  • Hyperlinks – so links still make sense when the document is viewed in a different context.