How to Add and Make Hyperlinks Accessible in Microsoft Word

Today’s post shows how to insert hyperlinks in Microsoft Word and ensure they are accessible, clear, and inclusive. It provides step-by-step instructions, best practices, and accessibility guidelines that improve usability for all readers.

Video Guide

Hyperlinks enhance Microsoft Word documents by allowing readers to access external websites, jump to different sections within the document, or send an email directly with a single click. Poorly designed links, however, can create confusion and accessibility barriers for people using assistive technologies.

Add a Hyperlink in Word

1: Select the Text

Highlight the text you want to turn into a hyperlink. In our video example, we chose the phrase Overview of Radon.

2: Insert the Link

Right-click the highlighted text.
Select Link (or Hyperlink, depending on your Word version).
Enter the URL in the Address field.

3: Validate Display Text

Check the Text to Display field to ensure it remains clear and descriptive. Instead of showing a raw URL, keep it meaningful. In our video example, we used ‘overview of radon (Web)’.

4: Add a Screen Tip

Click ScreenTip and type a short description of the link and its destination. Readers will see this note when they hover over the hyperlink.

5: Confirm Accessibility

Ensure the hyperlink color provides enough contrast against the background so readers can easily distinguish it.

Types of Hyperlinks

You can create different types of hyperlinks in Word:

• Web Pages: Link directly to an external website.
• Document Locations: Link to a heading or bookmark within the same document.
• Email Addresses: Create a link that opens a new email draft with the recipient’s address already filled in.

This flexibility allows you to use hyperlinks in reports, guides, study materials, and professional correspondence.

Accessibility Best Practices for Hyperlinks

Use Descriptive Text

Replace vague phrases like Click here or More information with meaningful descriptions, such as Read the Radon Safety Overview. Screen readers often display a list of links, so descriptive text ensures clarity.

Avoid Raw URLs

Do not display long web addresses. Convert them into clean descriptive text instead.

Provide Context Cues

Add short hints such as “(Web)” or “(PDF)” after the hyperlink to let readers know what type of resource to expect.

Add Screen Tips

Use hover notes to give extra context without cluttering the visible text.

Ensure Color Contrast

Choose hyperlink colors that stand out while still meeting accessibility standards. Readers with visual impairments benefit from strong contrast.

Why Accessibility Matters

Accessible hyperlinks improve usability for everyone:

• Screen Reader Users can open a list of hyperlinks and immediately know where each one leads when links have descriptive text.
• Readers with Visual Impairments can identify links more easily when the colors provide strong contrast.
• All Readers benefit from clarity and context, which make documents easier to navigate.

By applying these techniques, you make your documents inclusive, user-friendly, and professional.

Conclusion

You can add a hyperlink in Microsoft Word with just a few clicks, but you improve accessibility by using descriptive link text, adding screen tips, and including context cues such as “(Web).” Avoid raw URLs, check for strong color contrast, and remember that links can direct readers not only to websites but also to document sections or email addresses.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!