Start inside Microsoft Word. Apply structure that assistive technology can read. Use the built-in checker, real headings, alt text for images, defined table headers, and properly formatted lists. That is the process behind "make docx accessible." This checklist walks you through each step. Converting the file does not certify the output. Verify it yourself.
Run the Built-in Checker First
Open your document. Go to the Review tab. Click Check Accessibility. The panel opens on the right. It lists errors, warnings, and tips. Each item comes with an explanation. Fix errors first, then warnings, then tips. The checker catches many issues. Microsoft states that a visual review is still needed. Run it early. Run it again after every round of changes.
Steps
- Open your DOCX file in Word.
- Click the Review tab.
- Click Check Accessibility.
- Work through each item in the panel.
- Fix errors, then warnings, then tips.
- Run the checker again to confirm.
This tool is a starting point. It cannot catch every problem. Reading order and meaning conveyed by color still need your eyes.
Apply Real Heading Styles
Built-in title, subtitle, and heading styles create navigable structure. That structure carries into other formats far more reliably than enlarged, bold text. Screen readers use these styles to build a table of contents. Users jump between sections.
How to Use Them
Select text. Choose a style from the Home tab. Use Heading 1 for the main title or top-level section. Use Heading 2 for subsections. Use Heading 3 for smaller divisions. Do not skip levels. Heading 1 to Heading 3 is fine. Heading 1 straight to Heading 3 is not. Keep the hierarchy logical.
What Not to Do
Do not make text larger or bold manually and call it a heading. That formatting is cosmetic, not structural. Assistive technology ignores it. Always use the style gallery. For a title, pick the Title style. For subtitles, pick Subtitle. These styles are the foundation of an accessible document.
Write Alt Text for Meaningful Images
Alt text describes a visual for someone who cannot see it. Microsoft recommends alt text for images that carry meaning. Decorative borders or spacers should be marked as decorative. Screen readers will skip them.
Adding Alt Text
Right-click an image. Select Edit Alt Text. In the panel, write a short description of what the image shows. Focus on the information it conveys. For a chart, describe the data trend. For a product photo, describe the product and its context. For a simple icon, state its function: "Print button."
Do not write "image of" or "picture of." Start directly with the content. For decorative images, check "Mark as decorative." Every image that is not decorative needs alt text. Alt text cannot replace descriptions for tables or complex diagrams. It is for images only.
Set Table Headers Correctly
Simple tables with a clear header row are easier to navigate than nested or fixed-width tables. Headers tell screen readers which cells are column or row labels. Without them, a user hears data cells with no context.
How to Mark Table Headers
Select the row containing your column labels. Go to the Table Layout tab. Click Repeat Header Rows. Right-click the selected row and choose Table Properties. On the Row tab, check "Repeat as header row at the top of each page." For the checker to recognize it, mark it as a header in the Table Design tab. Select the header row. Click the Header Row checkbox. Word will treat that row as a header.
Do not merge cells in the header row. Do not leave it blank. If your table has a row of labels on the left side, mark that column as a header column using the same Table Design tab. Keep tables simple. Avoid nested tables. A table inside a table cell is a navigation trap.
Use Real Lists and Descriptive Hyperlinks
Do not type numbers or bullet symbols by hand. Use the list buttons on the Home tab. Screen readers announce the number of items and the list type.
Lists
- Use the bullet list button for unordered items.
- Use the numbered list button for steps or ranked items.
- Indent sub-items with the increase indent button. Never use spaces or tabs.
Hyperlinks
Link text must describe the destination. "Click here" and "read more" are useless out of context. Write the full title of the page or a clear description. For example, "Download the accessibility guide" works. "Click here" fails. To insert a link, select the descriptive text, right-click, choose Link, and enter the URL.
Check Color and Contrast
Never use color alone to communicate meaning. If red text marks required fields, add an asterisk or the word "required." Someone who cannot distinguish colors will still understand. Microsoft recommends sufficient contrast.
Check text against its background. Light gray on white is hard to read. Black on white offers the highest contrast. Avoid low-contrast pairings: yellow on white, dark blue on black. The checker may flag some contrast issues. A visual review is still required. Look at the document yourself. Ask someone else to look at it.
Convert, Then Inspect the Output
Converting a DOCX does not certify the output. If you convert to PDF, HTML, or another format, inspect the resulting file separately. The structure you built in Word may not transfer perfectly. Heading styles might not map to the correct tags in a PDF. Alt text can disappear. Table headers can become plain text.
Open the converted file in its native application. Run its own checker. For PDF, use the built-in tool in Adobe Acrobat. For HTML, use a browser extension or validation tool. Test navigation with a screen reader. If you use a converter to change your file format, remember: conversion is only one step. You must verify the result. A clean Word report does not mean the PDF or HTML is accessible.
Make DOCX Accessible Before Conversion
A second pass helps make DOCX accessible: verify DOCX heading order, DOCX list structure, alternative text, meaningful links, table headers, and contrast. Then compare DOCX to HTML, review conversion formatting, and use the DOCX to HTML tool only as a starting point, not an accessibility certificate.