Accessible documents

Tips for making documents accessible

Everyone has a role in creating inclusive workplaces. A good place to start is by making documents that work for everyone. These tips apply across all document formats. They’re especially useful for people using assistive technology, such as screen readers.

1. Use descriptive link text

Avoid vague phrases like “click here” or “read more.”
Instead, describe the link’s purpose. For example:

• Use: Download the procurement flowchart
• Avoid: Click here

This helps screen reader users understand where the link will take them.

2. Use accessibility checkers

Most Microsoft programs include an Accessibility Checker.
In Word or PowerPoint, go to the Review tab and select Check Accessibility.
Keep it open while you work so you can fix issues early.

3. Add alternative text to images

Alt text helps screen readers describe the content of an image.
To add alt text:

• Right-click the image.
• Select Edit Alt Text.
• Keep it short – two or three descriptive sentences.

4. Check colour contrast

Low contrast can make text hard to read, especially for people with low vision.
Use built-in checkers or free tools like the Colour Contrast Analyser to check that your contrast ratio is at least 4.5:1. 

How to make documents accessible by format

Use the tips below to improve accessibility across different document formats, including Word, PDF and PowerPoint.

Microsoft Word

Use headings properly

• Use built-in heading styles from the Styles menu.
• Organise content using Level 1, 2 and 3 headings (like a nested list).
• Start with a Level 1 heading for main sections. Use Level 2 and Level 3 headings for any subsections that sit under them.

Headings help screen reader users move through content quickly to find what they need.

Avoid blank lines

• Use paragraph spacing, section breaks or page breaks.
• Turn on the Paragraph Marker to find and remove blank lines.

Make tables screen reader–friendly

• Avoid merged cells.
• Don’t use images or icons in tables.
• Keep tables simple and easy to scan.

PDFs

You’ll need Adobe Acrobat Pro to make a PDF accessible. This allows you to:

• Add alt text.
• Add or edit heading tags.
• Fix reading order.

When exporting from Word to PDF:

• Choose PDF as the file format.
• Go to Options and tick Document structure tags for accessibility.

PowerPoint

PowerPoint presentations can be harder to make accessible because they often rely on images and visual content. Some screen readers may not be able to read PowerPoint files. The tips below may help.

• Use the built-in Accessibility Checker under the Review tab.
• Check the reading order in the Selection Pane. Screen readers start with the bottom item in the list and read up. Make sure the order matches how you want the slide to be read.
• Add alt text to meaningful images and mark decorative ones as decorative.
• Ensure colour contrast is at least 4.5:1.
• Send an accessible PDF version of your slides with your presentation.

Outlook

• Use Outlook’s Accessibility Checker for emails.
• Add alt text to images or mark them as decorative.
• Avoid using merged cells in tables.
• Use clear, descriptive link text and plain language.