Creating Accessible Word and Google Documents

Reading | Videos

Word-processing tools such as Microsoft Word and Google Docs can produce highly accessible documents—if you use the right features. These documents also serve as the foundation for accessible PDFs, web pages, or even Braille files, so building them correctly from the start has lasting benefits.

To ensure accessibility, it helps to think of styles and structure as “tags” that describe your content to assistive technologies. Just as HTML uses tags to define headings and lists, Word and Google Docs use built-in formatting tools to add meaning to your content.

Key Practices for Accessible Documents

Use built-in heading styles (Heading 1, Heading 2, etc.) to create document structure.
Use the list tools to create numbered or bulleted lists — don’t type bullets or numbers manually.
Add alternative text (alt text) for meaningful images and graphics; mark decorative images as decorative when the application supports it.
Identify header rows in tables so screen readers can read data correctly.
Check for color contrast between text and background to meet accessibility standards.
Use the tab key, not spaces, to align or indent text.

Tutorials and Support

Word for Windows, Word for Mac, and Google Docs support many of the same core accessibility practices, although their tools and menus differ. These resources provide platform-specific guidance:

Basic Accessibility in MS Word and Google

The following video introduces key accessibility features in Microsoft Word. As you watch, consider how these same principles apply in other document tools you use across the campus. (Length: 9:57)

To access captions or change playback settings:

Select “Subtitles/CC” to turn on captions in English or other available languages.
Adjust playback speed in Settings to slow down or speed up the video.
If you experience loading issues, watch Basic Accessibility in MS Word on a separate page.

A few key tips for Google Docs can make all the difference for blind and low vision students being able to interact and navigate through the documents. (Length: 6:34)

To access captions or change playback settings:

Select “Subtitles/CC” to turn on captions in English or other available languages.
Adjust playback speed in Settings to slow down or speed up the video.
If you experience loading issues, watch Top 3 Accessible Tips for Google on a separate page.

Connection

An accessible template is a helpful starting point. Keep its structural formatting, then run the available checker and complete a brief manual review before sharing.