How to Use the Microsoft Word Accessibility Checker (and Its Real Limitations)

Microsoft Word includes a built-in Accessibility Checker to help users identify potential accessibility issues in their documents. While the tool can highlight basic problems, it does not comply with established accessibility standards such as WCAG, Section 508, or Title II of the ADA.

Today’s post explains how to use the checker effectively and outlines what it cannot do.

Video Guide

Understand What the Tool Does Not Do

Microsoft Word’s Accessibility Checker gives a false sense of security if used as the only method of checking accessibility. It does not:

• Confirm compliance with any legal or technical accessibility standards
• Evaluate the clarity or usefulness of any alternate text
• Identify missing heading structures
• Flag poorly labeled hyperlinks

You must apply accessibility principles manually to ensure full usability.

Run the Accessibility Checker

Use one of these two methods to open the Accessibility Checker:

• Click the Review tab in the ribbon, then select Check Accessibility
• Click File > Info > Check for Issues > Check Accessibility

The Accessibility Assistant panel opens on the right. Use it to view and navigate to issues in the document.

Fix Common Issues Highlighted by the Checker

Address the tool’s alerts using built-in Word features. Here are the most frequent problems and how to resolve them.

Add Alternate Text to Images

• Select the image that lacks alt text
• Right-click and choose Edit Alt Text
• Type a clear, descriptive phrase, or mark it as decorative

Do not rely on the tool to judge the quality of the alt text. It only checks whether a field contains text.

Apply Table Headers

• Select the table flagged by the checker
• Choose the first row and mark it as a header row; or
• Use the Table Design tab to apply proper header formatting

Proper headers help screen readers understand the data structure.

Avoid Merged or Split Cells

• Identify the flagged cells using the Accessibility Assistant
• Avoid merging or splitting cells unless exporting the document to PDF
• Add new rows or columns to simplify the table layout

Simpler tables improve keyboard navigation and screen reader interpretation.

Identify Problems the Tool Ignores

The Accessibility Checker misses important elements that affect usability for people with disabilities.

Use Heading Styles

• Press Ctrl+F to open the navigation pane
• Check whether headings appear under the Headings tab
• Apply Heading 1, Heading 2, and other levels to relevant sections

Without headings, users who rely on screen readers cannot navigate efficiently.

Replace Full URLs with Descriptive Text

• Avoid pasting raw URLs directly into the document
• Use descriptive hyperlink text that explains the link’s purpose

The tool does not flag unhelpful or vague links.

Provide Meaningful Alt Text

• Write alt text that conveys the purpose of the image
• Avoid generic text like “image” or placeholder content

Although the checker verifies presence, it does not assess usefulness.

Recognize What the Tool Does Well

Use the Accessibility Checker to detect:

• Missing alt text
• Tables without headers
• Color contrast issues between text and background

These are basic but necessary elements of accessible design.

Best Practices for Microsoft Word Accessibility

Improve your document’s accessibility by applying these practices throughout the editing process:

• Use built-in heading styles to structure content
• Write meaningful alt text for all images
• Avoid complex table layouts (no merged or split cells)
• Provide descriptive link text
• Run the Accessibility Checker at the end to catch remaining issues

Microsoft Word’s Accessibility Checker identifies surface-level accessibility issues but fails to enforce comprehensive standards. Do not rely on it as your only tool. Use it as a final step after applying accessibility best practices manually. By doing so, you create content that serves all users effectively.

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!