Accessible documents checklist

How to use the accessibility checker 

  1. Open your document (Word, PowerPoint, Excel, etc.). 
  2. Go to Review tab → click Check Accessibility. 
  3. Alternatively: File → Info → Check for Issues → Check Accessibility.  
  4. A panel will appear (often on the side) listing issues under categories like Errors, Warnings, Tips.  
  5. Click each issue to see why it’s a problem & what you can do to fix it. Some offer “Recommended Actions.”  
  6. After you make changes, you can re-run the checker to ensure you didn’t miss anything.  

Accessible Documents Checklist

Use this checklist to make your documents more accessible to all users, including those using screen readers.

  • Use true headings (Heading 1, Heading 2, etc.) to structure content. 
  • Keep heading order logical and sequential (don’t skip levels). 
  • Use sans-serif fonts (Arial, Calibri, Verdana) and at least 12pt for body text. 
  • Ensure sufficient color contrast between text and background. 
  • Do not rely on color alone to convey meaning. 
  • Provide alt text for all meaningful images; mark decorative images appropriately. 
  • Use real text instead of images of text when possible. 
  • Use tables only for data, not layout; include column headers. 
  • Avoid merged or split cells in tables. 
  • Write descriptive link text (e.g., 'View application form' instead of 'Click here'). 
  • Ensure links are underlined or visually distinct beyond color. 
  • Use built-in bullet or numbered lists, not manual formatting. 
  • Keep lists clear and concise. 
  • Complete document properties (title, author, subject, keywords). 
  • Check reading order before finalizing (important for PDFs). 
  • Run an accessibility checker (Word, PowerPoint, Excel, Google Docs add-ons). 

Guides for accessibility checks in: 

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