How to Make Accessible Word Documents & Google Docs - A11y checklist for headings, images, lists, links, tables, color, forms

Sep 11, 2026

Upload by Fahsai

A practical accessibility checklist for creating inclusive documents in Microsoft Word and Google Docs. Covers proper heading structure, meaningful image alt text, list formatting as actual lists, and hyperlinks with descriptive anchor text. Includes guidance for accessible tables using column headers and verified reading order, advice on sufficient color contrast and avoiding color-only meaning, plus form field labeling and tab-order testing to support keyboard and screen-reader users.

LanguageEnglish

CategoryForms

FormatPDF

Pages2

Reading Time1 min

AccessFree to download

Headings

Images

Lists

Links

Tables

Color

Forms

How to Make Accessible Word Documents & Google Docs For more information [www.pcc.edu/access-word](www.pcc.edu/access-word) | Check | Word Document (2011, 2013, 2016) | Google Docs | | | | | | | --- | --- | --- | --- | --- | --- | --- | --- | |

Headings
Properly format headings. | 1. Select the text that you want to make into a heading.
2. Go to the Home tab.
3. Choose the appropriate heading level from the Styles group. | 1. Select the text that you want to make into a heading.
2. Go to the Styles menu (or "Normal text") and choose the appropriate heading level from the Normal text drop down list. | | | | | | | Use headings in the correct order. | Heading 1 should only be used ONCE per page. Heading 2, 3, etc. can be used multiple times. (DO NOT skip heading levels!.) | | | | | | | |

Images
Add alternative (Alt) text to images. | 1. Right click on the image, and select Format Picture....
2. The Format Picture window will open.
3. Select the icon and click on the ALT TEXT to open Alt text field.
4. Enter image description in the Description field (Not the Title field.)
| 1. Select the image.
2. From the Format menu choose Alt text.
3. Type in description text in the Description field. (NOT in the Title field.)
4. Click the OK button when done. | | | | | | |

Lists
Format a list asa list. |
1. Select the text that you want to make into a list.
2. On the Home tab, in the Paragraph group, select the Bullets or Numbering list. | 1. Select the text that you want to make into a list, and do one of these:
a. On the Format menu, choose Lists & select Numbered or Bulleted list.
b. Go to the icon toolbar, and choose the Numbered or Bulleted list icon. | | | | | | |

Links
Create a link that describes its destination. | 1. Type out text that describes the destination of the link. (i.e. PCC) .
2. Select the text, right click and choose Hyperlink... from the menu.
3. The Insert Hyperlink window will open. Enter a URL address in the Address field (Mac-Word 2011: Link to field.)
4. Click the OK button to save the link. | 1. Type out text that describes the destination of the link (i.e. PCC) .
2. Select the Insert link icon (Ctrl/Cmd + K) .
3. The Link window will open. Type the URL of the webpage in the Link field.(i.e. "[http://www.pcc.edu](http://www.pcc.edu)")
4. Then click the Apply button to save the link. | | | | | | |

5 A S
| Use the MathType plugin [http://www.dessci.com/en/](http://www.dessci.com/en/)
for MS Word to create math and science equations, formulas and notations. DO NOT use Microsoft's equation editor.
ave your original files. You may need them if | Math and Science equations and formulas cannot be written in Google Docs.
you have a student who needs alternative formats. | accessibly | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | |

How to Make accessible
Word Documents & Google Docs
For more information
[www.pcc.edu/access-word](www.pcc.edu/access-word) | | | | | | | | --- | --- | --- | --- | --- | --- | --- | | Component | Word Document (2011, 2013, 2016) | | Google Docs | | | | |

Tables
Indicate column headers for data tables. | 1. Place the cursor in the top row of your data table.
2. Click on the Design tab under Table Tools
(Table tab on Mac-Word 2011/Table Design tab-Word 2016) . | | Google Docs doesn't allow you to designate column or row headers, so keep your tables small so they are understandable without headers. | | | | | | 3. In the Table Style Options group, select the Header Row check box.
4. Under Table Tools, click the Layout tab (Table Layout tab-Word 2011)
5 In the Data (Word 2016-Table Design > Layout tab) click the | | | | | | | | . ,
Repeat Header Row button. This will indicate the top row as the table's header. | | | |

FAQs

How should headings be formatted for accessibility in Word and Google Docs?

Apply headings using the built-in styles and keep the heading levels in correct order. Do not skip levels; use Heading 1 only once per page, while lower levels can repeat.

What alt text should be added to images?

Add alternative (Alt) text that describes the image content in the description field, not the title field. This helps screen readers convey the meaning of images.

How can you ensure tables and forms are accessible for screen readers?

For tables, indicate column headers and test reading order by tabbing through cells to ensure a logical left-to-right/top-to-bottom sequence. For forms, use labeled fields and buttons and repeatedly press Tab to confirm the screen-reader navigation order matches expected input flow.

Sep 11, 2026

Upload by Fahsai