Expanded blog post

Eli Lambez - October 26th, 2026

Document Accessibility Guide: How to Create Accessible Word Documents and PDFs

The short answer: an accessible document is one that a screen reader, a keyboard user or someone with low vision can read from start to finish without help. In practice that comes down to seven habits: real headings, plain language, alt text for images, readable fonts and contrast, simple tables, built-in lists, and descriptive links. Then you run the built-in checker before you share the file.

Clients and colleagues ask me the same question every few weeks: “How do I actually make a document accessible?” This guide is my answer. It is the checklist our team has refined over 9+ years of accessibility work, written for content teams, marketers, website managers and anyone who publishes files online.

A bonus most people miss: accessible documents are also clearer documents. They are easier to scan, easier to search and easier to reuse.

Who this guide is for

• Website managers and content editors who upload files to a site
• Marketing and SEO teams producing brochures, reports and white papers
• HR, finance and legal teams sharing forms and policies
• Business owners who want their content to reach every customer

1. Structure the document with real headings

Screen reader users jump between headings the way sighted readers skim. That only works when headings are built with styles, not just bold text.

• Heading 1: used once, for the document title.
• Heading 2: the main sections.
• Heading 3 and below: subsections inside a section. Do not skip levels.

In Word: select the text, then choose a heading in Home > Styles. Open View > Navigation Pane to see your outline the way a screen reader will.

2. Write in plain, clear language

Plain language helps everyone, including people with cognitive disabilities, readers in their second language and busy managers.

• Keep sentences short, ideally under 25 words.
• If a sentence must be long, keep it to three key facts or fewer.
• Use the active voice: “We will schedule your visit” instead of “Your visit will be scheduled.”
• Spell out abbreviations the first time and avoid slang.

3. Use images that add meaning, and describe them

A good diagram can make a complex idea easier to follow. Two rules make it accessible:

• Add alt text. Right-click the image > View Alt Text. Describe what the image shows and why it matters. Mark purely decorative images as decorative.
• Place images in line with the text, usually after the paragraph they support. Avoid text wrapping around images, which breaks the reading order.

An image supports the content. It never replaces it. Anything important in a chart should also appear in the text.

4. Choose readable fonts, sizes and contrast

Fonts

There is no single “accessible font”, but clear sans-serif fonts such as Arial, Calibri or Verdana work well. Avoid thin, light or condensed fonts that blur for readers with low vision.

Size and spacing

• Use 12 pt as the minimum for body text, and make headings visibly larger.
• Leave space between paragraphs. Crowded pages are hard to follow.
• Offer a large-print version on request.

Emphasis and contrast

• Emphasize with bold, not underline or italics. Underline looks like a link.
• Keep text-to-background contrast at 4.5:1 or higher (WCAG AA). Dark text on a white background is the safest choice.
• Do not use color alone to convey meaning.
• Set the correct document language and text direction (for Hebrew or Arabic, right to left) so the screen reader reads in the right order and voice.

5. Keep tables simple, and only for data

Use a table when you are really comparing data, such as a schedule or a price list, not to lay out the page.

• Mark the header row: Table Design > Header Row, and Table Properties > Row > “Repeat as header row”.
• Avoid merged or split cells and empty rows or columns.
• Keep tables as real text, never as a picture of a table.
• For complex data, add a short text summary next to the table.

6. Use built-in lists

When a list is created with the Bullets or Numbering buttons, the screen reader announces “list, 5 items” and tells the reader where they are. Typed dashes or numbers do not do this.

7. Write descriptive links

“Click here” tells a screen reader user nothing when links are read out of context. Make the link text describe the destination, for example “WEB-A document accessibility services”. In Word, select the text, press Ctrl+K and add a ScreenTip if more context helps.

8. Check the document before you share it

In Word: Review > Check Accessibility. The checker lists errors and warnings, explains why each one matters and shows how to fix it. Keep it open while you work. Microsoft’s guide, Make your Word documents accessible to people with disabilities, walks through the same checks.

Exporting to PDF: File > Save As > PDF > Options, and make sure “Document structure tags for accessibility” is checked. Then check the PDF itself in Adobe Acrobat (Accessibility Check). A tagged PDF built from an accessible Word file needs far less fixing. For the PDF-side checklist, see our PDF accessibility rules.

Automated checkers catch only part of the issues. For important documents, our experts also test with a real screen reader.

Quick checklist

• One Heading 1, logical H2/H3 structure
• Short sentences, active voice
• Alt text on every meaningful image
• Sans-serif font, 12 pt+, contrast 4.5:1+
• Document language and direction set
• Simple tables with header rows
• Built-in bulleted and numbered lists
• Descriptive link text
• Accessibility Checker passed, tagged PDF exported

Need a hand with your documents?

For 9+ years our experts have made websites, apps and documents accessible by hand, tested with real assistive technology. If you have a backlog of Word files or PDFs, or want your team trained to create them right the first time, talk to our document accessibility team.

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