Hyperlinks and cross-references

Overview

Hyperlinks and cross-references are essential navigation tools in Word documents, especially in longer documents. When created properly, they help all users navigate content efficiently. However, poorly designed links can create barriers for users with disabilities, particularly those using screen readers.

This section covers how to create accessible links with meaningful text and proper formatting that work for all users.

Writing meaningful link text

Link text should clearly indicate where the link goes or what it does:

Principles of meaningful link text

• Be descriptive and specific
• Make sense out of context
• Avoid generic phrases
• Keep it concise but informative
• Include relevant keywords

Creating accessible links

Word provides several methods for creating links:

Creating hyperlinks

1. Select the text you want to make into a link
2. Press Ctrl+K or go to Insert > Link
3. Enter the web address or file path
4. Add a screen tip if helpful (optional)
5. Click OK

Adding screen tips

Screen tips provide additional context:

1. In the hyperlink dialog, click ScreenTip
2. Enter helpful text that describes the destination
3. Keep it brief but informative
4. Click OK

Linking to sections within the document

1. Select your link text
2. Press Ctrl+K
3. Click Place in This Document
4. Select the heading or bookmark to link to
5. Click OK

Using cross-references

Cross-references automatically update when content changes:

Creating cross-references

1. Place your cursor where you want the cross-reference
2. Go to References > Cross-reference
3. Choose the reference type (Heading, Figure, Table, etc.)
4. Select what to include (page number, heading text, etc.)
5. Choose the specific item to reference
6. Click Insert

Benefits of cross-references

• Automatically update when content moves
• Maintain accurate page numbers
• Provide consistent formatting
• Create clickable navigation

Link formatting and appearance

Proper link formatting helps users identify and use links:

Visual formatting guidelines

• Keep default link colors (blue for unvisited, purple for visited)
• Ensure sufficient contrast with background
• Use underlines to indicate links
• Don't use underlining for non-link text
• Maintain consistent link appearance throughout

File type and size indicators

Indicate file types and sizes for downloads:

• "Annual report (PDF, 3.2 MB)"
• "Budget spreadsheet (Excel, 540 KB)"
• "Installation guide (Word document, 1.1 MB)"

External link indicators

Consider indicating external links:

• Use consistent language: "Visit the Government of Canada website"
• Group external links in a references section
• Be clear about leaving the current document

Testing and maintaining links

Regular testing ensures links remain functional:

Testing links

• Click all links to verify they work
• Test with keyboard navigation (Tab key)
• Verify links work after document conversion
• Check that cross-references update correctly

Link maintenance

• Review links periodically for broken URLs
• Update links when content moves
• Remove or update outdated links
• Test links after document changes

Accessibility testing

• Use Word's accessibility checker
• Test with screen reader if available
• Verify link text makes sense out of context
• Check that all links have meaningful text

Best practices

• Use descriptive, meaningful link text
• Keep link text concise but informative
• Avoid generic phrases like "click here" or "read more"
• Use cross-references for internal navigation
• Indicate file types and sizes for downloads
• Maintain consistent link formatting
• Test all links before sharing documents
• Group related links in lists or sections
• Use screen tips for additional context when helpful
• Ensure links work after document conversion
• Don't underline non-link text
• Review and update links regularly

Related WCAG resources