WebAIM - Web Accessibility In Mind

Microsoft Word 2013 for Windows
Creating Accessible Documents

Creating and Editing Headings

  1. Select theHometab from the ribbon.
  2. In your document, select the text to convert to a heading.
  3. Click on the appropriate heading level in theStylesin-ribbon gallery; e.g.,Heading 1.
  4. Headings 1, 2, or 3 can also be assigned usingControl+Alt+1,2, or3, respectively.



Word documents with a true heading structure provide at least two benefits:

  • The document retains this structure when correctly exported to HTML or PDF.
  • The document's readability is increased for all users.

Adding Alternative Text

  1. Right-click on the image and selectFormat Picture. A dialog box will appear.
  2. Select theLayout & Propertiesicon and chooseAlt Text.
  3. Enter the appropriate alternative text only in theDescriptionfield, NOT theTitlefield.

    Screenshot emphasizing inserting alt text in the 'Description' field of the 'Format Picture' dialog.

Creating Tables

  1. Select theInserttab on the ribbon, then selectTable > Insert Table.

    Screenshot of the 'Table' option highlighted under the 'Insert' tab on the ribbon.

  2. If your table has a column header(s), selectTable Tools > Layouton the ribbon, then choose theRepeat Header Rowsoption in the数据group.

    Screenshot of the 'Repeat Header Rows' under the 'Table Tools' tab on the ribbon.


Do NOT create tables "by hand" with spaces or theTabkey.

Editing Hyperlinks

  1. Select a hyperlink, right-click, and selectEdit HyperlinkorCtrl+K.
  2. Change the text in theText to displayfield to a more meaningful description.

    Screenshot of the 'Text to display' field highlighted in the 'Edit Hyperlink' dialog.

Creating Lists

  1. Select theHometab on the ribbon.
  2. Choose theNumbered ListorBulleted Listoption from theParagraphgroup.

    Screenshot of selecting the 'Bullets and Numbering' option from the 'Paragraph' group.

Creating Columns

  1. Select thePage Layouttab on the ribbon.
  2. SelectColumnsin thePage Setupgroup.

    Screenshot of the 'Columns' drop-down menu on the 'Page Layout' toolbar.

  3. Choose the number of columns.

Using the Accessibility Checker

  1. SelectFile > Info > Check for Issues > Check Accessibility.

    Screenshot of the 'Check Accessibility' option highlighted from the 'Check for Issues' section.

  2. The checker presents accessibility errors, warnings, and tips for making repairs.

Saving as HTML

  1. Select文件>另存为, designate the location (usuallyComputer), and select a folder.

    Screenshot of the 'Computer' option selected from the 'Save As' menu.

  2. Choose one of two options for exporting to HTML from theSave as typedrop-down menu:
    • 拯救我们b Page
    • 拯救我们b Page, Filtered

      Screenshot of the 'Web Page, Filtered' option selected from the 'Save as type' menu.

Converting to PDF

Users can create PDF files with the Adobe Acrobat add-in (recommended), or by using Word to save the document as a PDF file.

Adobe Acrobat Add-in

  1. To export a PDF, selectCreate PDF来自杂技演员,

    Screenshot of the 'Create PDF' option highlighted on the 'Acrobat' ribbon.

    OR selectFile> Save as Adobe PDF.

    从“文件”菜单中选择的“另存为Adobe PDF”选项的屏幕截图。

  2. Double-check that the properApplication Settingsare enabled in Word. You only need do this once:
    1. SelectPreferencesfrom the Acrobat ribbon.
    2. Ensure that theEnable Accessibility and Reflow with tagged Adobe PDFsetting is checked in theAcrobat PDFMakerdialog.

      Screenshot of the 'Enable Accessibility and Reflow with tagged Adobe PDF' setting checked and highlighted in the 'Acrobat PDFMaker' dialog.

Saving to PDF with Word

Accessible PDF files can be created without installing the Adobe Acrobat add-in:

  1. Select文件>另存为.
  2. UnderSave as Type, selectPDF.

    Screenshot of the 'PDF' option selected from the 'Save as type' menu.

  3. Before saving, selectOptionsand ensure that theDocument structure tags for accessibilityoption is selected.

    Screenshot of the 'Document structure tags for accessibility' setting checked and highlighted in the 'Options' dialog.