Accessibility checker and review tools

Overview

Microsoft Word includes built-in accessibility checking tools that can help identify and fix many common accessibility issues. These tools are essential for creating documents that work for all users, including those with disabilities. However, automated tools can't catch everything, so manual review and testing remain important.

This section covers how to use Word's accessibility tools effectively and supplement them with manual review techniques.

Using the Accessibility Checker

Word's Accessibility Checker identifies accessibility issues and provides guidance for fixing them:

Running the Accessibility Checker

  1. Go to Review > Check Accessibility
  2. The Accessibility pane opens on the right
  3. Review the list of issues found
  4. Click on each issue for details and fix suggestions

Understanding the results

The Accessibility Checker categorizes issues:

Errors
Issues that definitely make content inaccessible
Warnings
Issues that might cause difficulties for some users
Tips
Suggestions for improving accessibility

Keeping the checker open

For ongoing monitoring:

  1. In the Accessibility pane, click the dropdown arrow
  2. Select Keep accessibility checker running while I work
  3. Issues will be flagged as you create content

Common accessibility issues

The Accessibility Checker typically finds these issues:

Missing alternative text

  • Images without alt text
  • Charts and SmartArt without descriptions
  • Embedded objects without alt text

Table accessibility problems

  • Tables without header rows
  • Complex table structures
  • Tables used for layout instead of data

Heading structure issues

  • Skipped heading levels
  • Text formatted to look like headings but not using heading styles
  • Empty headings

Color and contrast problems

  • Insufficient color contrast
  • Information conveyed by color alone
  • Text that's hard to distinguish from background

Link issues

  • Generic link text like "click here"
  • Duplicate link text pointing to different destinations
  • Links without meaningful descriptions

Fixing accessibility issues

The Accessibility Checker provides specific guidance for each issue:

Using the recommended actions

  1. Click on an issue in the Accessibility pane
  2. Read the explanation of why it's a problem
  3. Follow the "How to fix" instructions
  4. Use any provided shortcuts or buttons
  5. Verify the issue is resolved

Quick fixes from the pane

Some issues can be fixed directly:

  • Add alt text fields appear for images
  • Mark as decorative options for purely visual elements
  • Direct access to table header settings

Fixing issues as you work

Address accessibility issues as you create content rather than trying to fix everything at the end. This approach is more efficient and results in better accessibility.

Additional review tools

Word includes other tools that support accessibility review:

Reading order review

  1. Go to View > Navigation Pane
  2. Click Headings to see document outline
  3. Verify the logical flow and hierarchy
  4. Check that content appears in the right order

Focus order checking

  1. Use Tab key to navigate through the document
  2. Verify all interactive elements are reachable
  3. Check that focus moves in logical order
  4. Ensure focus is visible on all elements

Readability statistics

  1. Go to File > Options > Proofing
  2. Check "Show readability statistics"
  3. Run spell check to see reading level
  4. Aim for appropriate grade level for your audience

Manual accessibility review

Supplement automated checking with manual review:

Content review checklist

  • Check that headings accurately describe content
  • Verify alt text is meaningful and accurate
  • Ensure link text makes sense out of context
  • Confirm tables have appropriate headers
  • Review color use for accessibility
  • Check document structure and flow

Navigation testing

  • Use keyboard-only navigation through the document
  • Test all links and cross-references
  • Verify table of contents works properly
  • Check that bookmarks and references are accurate

Format testing

  • Test document at different zoom levels
  • Check how document appears when printed
  • Verify accessibility after converting to PDF
  • Test with different screen resolutions

Testing with assistive technologies

When possible, test your documents with assistive technologies:

Screen reader testing

  • Use built-in screen readers (Narrator on Windows, VoiceOver on Mac)
  • Navigate through your document using screen reader commands
  • Listen to how headings, links, and alt text sound
  • Check that content makes sense when read aloud

Magnification testing

  • Use system magnification tools
  • Test at various zoom levels
  • Verify content remains readable and functional
  • Check that important information isn't cut off

Voice recognition testing

  • Test with voice recognition software if available
  • Verify all interactive elements can be controlled by voice
  • Check that voice commands work as expected

Best practices

  • Run the Accessibility Checker regularly during document creation
  • Address issues as they appear rather than fixing them all at the end
  • Don't rely solely on automated tools - perform manual reviews
  • Test your documents with assistive technologies when possible
  • Keep the Accessibility Checker running while you work
  • Review documents at different zoom levels
  • Test keyboard navigation through your document
  • Have someone else review your document for accessibility
  • Check accessibility after making significant changes
  • Verify accessibility is maintained when converting to other formats
  • Create accessibility review checklists for your organization
  • Stay updated on new accessibility features in Word
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