Accessibility Using Word

In this document, Word 365, Version 2606 (Build 20131.20154) is used. Other versions of Word may use different commands.

Practice Documents

Below is a poorly formatted Word document, an improved document, and the direct PDF conversion of the improved document.

  • Poorly Formatted Word – Canvas’ Ally tool: 48% on 22 July 2026.
  • Improved Word – Generated by following the steps in this guide. Canvas’ Ally tool: 100% on 22 July 2026.
  • PDF Version of the Improved Word – Generated by using Word’s File → Save as Adobe PDF. No other refinements were required. Canvas’ Ally tool: 100% on 22 July 2026.

Before You Type

When you first create a document, please use the *.docx format and a descriptive file name. You’ll also need to create a document title. Simply select File → Save a Copy (or Save As if autosave is off) and enter a name in the Title filed located in the bottom right of the dialog box. Additionally, if you are going to export to PDF, select File → Info. Under Properties, there is a Title option. Add your title here. Otherwise your document will be flagged by Canvas’ Ally tool for not having a title.

Ensure that editing is not restricted. If it is, these protections can force portions of the document to be inaccessible. Check this in Review → Protect Group → Restrict Editing and ensure none of the boxes are checked. If they are, click Stop Protection.

Editing the Document

Editing with Style

Adopt a consistent approach when writing your document. Throughout you should choose one of Word’s styles found in the Design ribbon and at least an 11 point font. Ensure that Title for the overall title of the document at the top of the document. Use Heading 1 for chapters or main ideas. Heading 2 for a main section, etc. Don’t skip heading levels, that is, don’t skip from Heading 1 to Heading 3. You might wish to choose a style which automatically numbers your various levels of headings. Thus, if Heading 1 is the 5th heading, Heading 2 levels would be automatically numbered 5.1, 5.2, etc. This saves an incredible amount of time when changing the order of content.

Always keep color contrast in mind. Black (or a dark) text on a white (or light) background usually provides excellent contrast. Avoid watermarks as they reduce contrast.

Finally, when creating links, be sure to utilize descriptive links rather than Click here.

Lists and Numbering

From an accessibility standpoint, using auto-numbering ensures consistency and accessibility. Additionally, moving blocks around is easier because the numbers are automatically reset.

Bulleted or Numbered Lists

If you want to use numbered or bulleted lists, always use Word’s built-in capability on the Home ribbon. This will aid screen reader’s navigation.

Numbering for Theorems, Definitions, Etc.

It is possible to create a custom multilevel list so that it is easy to automatically number common things, such as theorems, definitions, etc. This can be linked to a custom style for easy automatic formatting.

Custom Styles for Numbering

It is easy to create a custom style. Go to Home ribbon and select the styles launcher arrow in the bottom right corner of the Styles gallery group. Select the Create a Style button and name it, say Definition. Select Modify… and choose the properties for the style you want. In particular, Style based on can be set to Normal to have the normal font. You can also modify the font, font size, and attributes such as bold, italics, underline. Ensure that Add to the Styles gallery, Automatically update. You should also choose between Only in this document and New documents based on this template.

If you don’t like your choices for your new caption, right click on the caption you created in the styles bar and select Modify….

Custom multi-level list

This is where the magic begins and is probably the best choice. Under Home choose the Multi-Level List drop down arrow. Click Define New Multilevel List… to begin the creation of a custom numbering system. We’ll set up a numbering scheme for a custom Definition multi-level list and link it to the Definition style so we obtain numbers like Definition 2.3.

Under Click level to modify, select the highest level, 1. To the right of the dialog box under Link level to style, select the appropriate level, say Heading 1. Now, under Number style for this level, choose your option, say 1, 2, 3, …. This begins the numbering based upon chapter.

Next, under Click level to modify, select level 2. For Link level to style, choose the Definition style. For Number style for this level, select something appropriate, such as 1, 2, 3, …. Type a period between the numbers. Enter Definition before the numbers.

Lastly, Link level to style and select Definition. Set Restart numbering after Level 1 if the numbering should restart each time Heading 1 changes.

Now, you simply click the Definition style under Home ribbon to apply your changes each time you need a definition (or example, theorem, etc).

Other options

Instead of Multi-Level lists, you could use Captions or SEQ Fields.

With Captions, you need to alter the various text attributes. You may need to create a custom style to ensure your particular styles honored.

With SEQ Fields you might have better control but the cost may be increased complication. You’ll also likely need to apply a style and possibly use Alt Text.

Typesetting Mathematics

Simple entry of mathematics is better when using the NumLock key on your keyboard and the numeric keypad. In particular, “-” represents subtraction when typed from the numeric keypad, but represents dash when used from the main keyboard.

To enter equations, MathML is your best bet, which is the standard specification for typesetting mathematics on the World Wide Web. Most major web browsers render MathML natively. For Word, type Math → Equation to enter an equation. On the left, you have input options such as Unicode or LaTeX. When considering accessibility for screen readers, the choice between input options only impact screen readers when authoring the document. In this case, Unicode might give a better authoring experience. However, after creation, they both create MathML. Mostly, it is your preference with what you are most comfortable using.

Figures

It is important to properly identify figures. After a figure is included in the document, ensure that the image is inline with text. Click the image and choose the small square floating next to the image and choose Inline with Text.

Now, include a caption by Right click and select Insert Caption… in order to add an appropriate caption. Choose the Label type, say Figure, and I typically place captions below the image. If you wish to control how the numbering works, then select Numbering.

But you also need to include alt-text by Right clicking the image and selecting View Alt-Text…. This should be a short, concise description of the image. Include context of the image to better integrate it into the flow of the document.

If the image is decorative and thus does not contribute to the understanding of the document, then there is no reason to include alt-text. Just be sure to check the box Mark as decorative so that the image is ignored by both screen readers and Canvas’ Ally tool.

General image tips include don’t utilize only color or shading to indicate progress or classification. Instead, add text within the color or pattern, and ensure a good contrast exists between text and color.

Tables

Always use Word Insert → Table to create tables. After you have a table inserted, right click the table and choose Table Properties. Under Text wrapping be sure that None is chosen. Wrapping text around a table often confuses screen readers.

Next, select a style. Click anywhere in the table and choose the Table Design ribbon. Pick a nice style. On the left, ensure that Header Row and First Column are selected. Header Row identifies the first row as a header or name of the columns within the table. If you don’t have a header, insert one! First Column represents names of rows. You really need to have at least one of these selected, sometimes both. This gives you table headers, but sometimes the table is split across multiple pages. Right click the first row and select Table Properties. In the Row tab, check Repeat as header row at the top of each page. Now when a table splits across multiple pages, the header row is repeated.

Click anywhere in the table and click on the small square to the bottom right of the table. This selects the entire table. Right click and choose Insert Caption…. Choose Table in the Label dropdown and enter an appropriate caption for the table. You can also change Numbering. I usually place table captions above the table.

Now let’s move to Table Layout just to the right of the Table Design ribbon. AutoFit will automatically resize your table. You can also adjust the Height or Width of cells. If you click anywhere in the table and then click on the small square on the bottom right of the table, changes to Height and/or Width will apply to all cells at once. Look around, there are a lot of other properties you can tinker with.

Word can’t make complex data tables (multiple header rows and/or merge/split cells) accessible. You’ll need to convert to PDF and fix the accessibility there. Good luck.

Additionally, don’t use images for data tables. Create a table and enter the numbers.

Converting to PDF

Word has built in functionality to create PDF documents using File → Save as Adobe PDF. If you have followed the above directions, then this should create a tagged PDF without additional intervention by the user. If not, choose Options before you save. Select the box Enable Accessibility and Reflow with tagged Adobe PDF. Also, decorative images might be removed.

Be aware that equations may not be rendered in MathML when converting to PDF. Using Word’s *.docx format preserves the MathML equations. If there are problems, you may need to migrate to other tools such as LaTeX which generates PDF documents directly or perform manual tagging using Acrobat Pro to add alternative text to math. If the delivery method is via the web, then HTML conversion which does use MathML might also be utilized.

References