Here’s a quick-reference summary and final checklist you can use to ensure your Microsoft Word documents meet WCAG 2.1 accessibility standards:


✅ Quick Reference: Key Accessibility Principles

Area

Key Practice

Headings & Structure

Use built-in Heading styles (Heading 1, 2, 3) in logical order

Lists

Use Word’s bullet/numbering tools—not manual symbols or numbers

Images & Alt Text

Add concise alt text to all visuals; mark decorative images appropriately

Hyperlinks

Use descriptive link text (e.g., “Company Policy PDF”)

Color Usage

Don’t rely on color alone—add text or symbols to convey meaning

Contrast

Ensure text/background contrast ratio is at least 4.5:1

Tables

Use header rows, avoid merged/split cells, ensure logical reading order

Forms

Label all fields, ensure logical tab order, and protect form if needed

Accessibility Checker

Run Word’s built-in checker and fix all errors and warnings

Document Properties

Set document Title and Language (File > Info; Review > Language)

 

 

 

📋 Final Accessibility Review Checklist


Use this checklist before sharing or publishing your document:


Document Structure

  • Headings use built-in styles (Heading 1, 2, 3) in logical order
  • No skipped heading levels
  • Lists use bullet/numbering tools (not typed manually)
  • No excessive blank lines or manual spacing


Images & Visuals

  • All images/charts/SmartArt have meaningful alt text
  • Decorative images are marked as decorative
  • No important text is embedded in images without a text alternative


Links & Color

  • All hyperlinks use descriptive text (no “click here”)
  • Color is not the only way to convey meaning
  • Text has sufficient contrast with background (≥ 4.5:1)


Tables

  • Header row is marked and descriptive
  • No merged or split cells
  • Logical reading order (Tab moves left-to-right, top-to-bottom)
  • No blank rows/columns used for spacing
  • Caption or alt text provided for complex tables
  • Table headers repeat on each page (if multi-page)


Forms (if applicable)

  • All fields have visible labels
  • Tab order is logical
  • Form is protected for filling only (if needed)
  • Help text or instructions are provided for special fields


Final Testing

  • Accessibility Checker run and all issues resolved
  • Document Title and Language set in File > Info and Review > Language