In the main document, click where you want to insert the field. Insert any of the following:
Note You can also use the Mail Merge toolbar to insert merge fields, work with your mail-merge main document, or run a mail merge. To display the Mail Merge toolbar, point to Letters and Mailings on the Tools menu, and then click Show Mail Merge Toolbar.The Mail Merge toolbar provides additional commands that are not included in the Mail Merge Wizard task panes. For example, you can use the Insert Word Field menu on the Mail Merge toolbar to insert Word fields for controlling the merge process. For example, you can insert an IF field that inserts text only if a particular merge field has a specified value. Alternatively, you can click Check For Errors to make Word run the mail merge and report any errors that are contained in the main document.
The following table includes key best practices for creating Word documents that are accessible to people with disabilities.
Top of Page The Accessibility Checker is a tool that reviews your content and flags accessibility issues it comes across. It explains why each issue might be a potential problem for someone with a disability. The Accessibility Checker also suggests how you can resolve the issues that appear. In Word, the Accessibility Checker runs automatically in the background when you're creating a document. If the Accessibility Checker detects accessibility issues, you will get a reminder in the status bar. To manually launch the Accessibility Checker, select Review > Check Accessibility. The Accessibility pane opens, and you can now review and fix accessibility issues. For more info, go to Improve accessibility with the Accessibility Checker and Video: Check the accessibility of your document.
Tip: Use the Accessibility Reminder add-in for Office to notify authors and contributors of accessibility issues in their documents. With the add-in, you can quickly add reminder comments that spread awareness of accessibility issues and encourage the use of the Accessibility Checker. For more info, go to Use the Accessibility Reminder to notify authors of accessibility issues. Top of Page In general, avoid tables if possible and present the data another way, like paragraphs with headings and banners. Tables with fixed width might prove difficult to read for people who use Magnifier, because such tables force the content to a specific size. This makes the font very small, which forces Magnifier users to scroll horizontally, especially on mobile devices. If you have to use tables, use the following guidelines to make sure your table is as accessible as possible:
Headings are meant to be scanned, both visually and with assistive technology. Ideally, headings explain what a document section is about. Use the built-in heading styles and create descriptive heading texts to make it easier for screen reader users to determine the structure of the document and navigate the headings. Organize headings in the prescribed logical order and do not skip heading levels. For example, use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2. Organize the information in your document into small chunks. Ideally, each heading would include only a few paragraphs. For the step-by-step instructions on how to use the headings and styles, go to Improve accessibility with heading styles. Top of Page In addition to using headings to organize the content in your document, you can also create paragraph banners. In a paragraph banner, the background color block extends across the width of the document and highlights the text within the banner. This is a great alternative to tables to organize and separate content. For instructions on how to create paragraph banners, go to Apply shading to words or paragraphs. Top of Page Alt text helps people who can’t see the screen to understand what’s important in visual content. Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos. In alt text, briefly describe the image and mention its intent. Screen readers read the text to describe the image to users who can’t see the image. Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.
Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of." For more info on how to write alt text, go to Everything you need to know to write effective alt text. For the step-by-step instructions on how to add alt text, go to Add alternative text to a shape, picture, chart, SmartArt graphic, or other object. To find missing alt text, use the Accessibility Checker.
Notes:
Top of Page People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, avoid using link texts such as "Click here," "See this page," Go here," or "Learn more." Instead include the full title of the destination page. You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.
Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Create more with Microsoft templates. For the step-by-step instructions on how to create accessible hyperlinks and ScreenTips, go to Create accessible links in Word and Create or edit a hyperlink. Top of Page An accessible font doesn't exclude or slow down the reading speed of anyone reading a document, including people with low vision or reading disability or people who are blind. The right font improves the legibility and readability of the document. For instructions on how to change the default font, go to Change the default font in Word. Here are some ideas to consider:
The text in your document should be readable in a high contrast mode. For example, use bright colors or high-contrast color schemes on opposite ends of the color spectrum. White and black schemes make it easier for people who are colorblind to distinguish text and shapes. Here are some ideas to consider:
Top of Page To make it easier for screen readers to read your document, organize the information in your document into small chunks such as bulleted or numbered lists. Design lists so that you do not need to add a plain paragraph without a bullet or number to the middle of a list. If your list is broken up by a plain paragraph, some screen readers might announce the number of list items wrong. Also, the user might hear in the middle of the list that they are leaving the list. For the step-by-step instructions on how to create lists, go to Create a bulleted or numbered list. Top of Page People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort. To reduce the reading load, you can increase white space between sentences and paragraphs. For the step-by-step instructions on adjust the spacing, go to Adjust indents and spacing in Word. Top of Page Try reading the document with Immersive Reader to check how it sounds like.
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The following table includes key best practices for creating Word documents that are accessible to people with disabilities.
The following procedures describe how to add alt text to visuals in your Word documents in Microsoft 365:
Notes:
Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of." Add alt text to images, such as pictures, screenshots, icons, videos, and 3D models, so that screen readers can read the description to users who can’t see the image.
Decorative objects add visual interest but aren't informative (for example, stylistic borders). People using screen readers will hear these are decorative so they know they aren't missing any important information.
Tip: If you export your document as a PDF, any visuals you have marked as decorative are preserved by tagging them as artifacts. The following procedures describe how to add alt text to visuals in your Word documents.
Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing. Add alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can’t see the image.
Add alt text to shapes, including shapes within a SmartArt graphic.
The following procedures describe how to make the hyperlinks, text, and tables in your Word documents accessible.
Here are some ideas to consider:
Here are some ideas to consider:
Increase or decrease white space between sentences and paragraphs.
The following table includes key best practices for creating Word documents that are accessible to people with disabilities. What to fix Why fix it How to fix it Add meaningful hyperlink text. People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page. Add hyperlink text Ensure that color is not the only means of conveying information. People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors. Use accessible text format Use sufficient contrast for text and background colors. If your document has a high level of contrast between text and background, more people can see and use the content. Use accessible text color Use a larger font size (11pt or larger), sans serif fonts, and sufficient white space. People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort. For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters, and excessive italics or underlines. Include ample white space between sentences and paragraphs. Use text spacing Use built-in headings and styles. To preserve tab order and to make it easier for screen readers to read your documents, use a logical heading order and the built-in formatting tools in Word. For example, organize headings in the prescribed logical order. Use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2. And, organize the information in your documents into small chunks. Ideally, each heading would include only a few paragraphs. Apply built-in heading styles Use bulleted lists Use ordered lists Use a simple table structure for data only, and specify column header information. Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table. Screen readers also use header information to identify rows and columns. Use table headers The following procedures describe how to make the hyperlinks, text, and tables in your Word documents accessible. Select the text to which you want to add the hyperlink. To open the Home tab, at the bottom of the screen, at the end of the toolbar, tap the More button. Tap Home > Insert. Tap the Link command. The text you selected is shown in the DISPLAY box. This is the hyperlink text. If necessary, change it. To add a hyperlink, in the ADDRESS box, type the URL. At the top of the screen, tap Done. Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.
Here are some ideas to consider:
Here are some ideas to consider:
Increase or decrease white space between sentences and paragraphs:
The following table includes key best practices for creating Word documents that are accessible to people with disabilities. What to fix Why fix it How to fix it Include alternative text with all visuals and tables. Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos. Alt text helps people who can’t see the screen to understand what’s important in images and other visuals. Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent. Add alt text to images Add alt text to shapes Add alt text to tables Add meaningful hyperlink text. People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page. Add hyperlink text Ensure that color is not the only means of conveying information. People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors. Use accessible text format Use sufficient contrast for text and background colors. If your document has a high level of contrast between text and background, more people can see and use the content. Use accessible text color Use a larger font size (18pt or larger), sans serif fonts, and sufficient white space. People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort. For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters, and excessive italics or underlines. Include ample white space between sentences and paragraphs. Use text spacing Use built-in headings and styles. To preserve tab order and to make it easier for screen readers to read your documents, use a logical heading order and the built-in formatting tools in Word. For example, organize headings in the prescribed logical order. Use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2. And, organize the information in your documents into small chunks. Ideally, each heading would include only a few paragraphs. Apply built-in heading styles Use bulleted lists Use ordered lists Use a simple table structure for data only, and specify column header information. Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table. Screen readers also use header information to identify rows and columns. Use table headers The following procedures describe how to add alt text to visuals and tables in your Word documents. Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing. Add alt text to images such as pictures and screenshots so that screen readers can read the text to describe the image to users who can’t see the image.
Add alt text to shapes including shapes within a SmartArt graphic.
The following procedures describe how to make the hyperlinks, text, and tables in your Word documents accessible.
Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.
Here are some ideas to consider:
Here are some ideas to consider:
Increase or decrease white space between sentences and paragraphs.
The following table includes key best practices for creating Word for the web documents that are accessible to people with disabilities.
The following procedures describe how to add alt text to images and tables in your Word for the web documents.
Note: We recommend only putting text in the Description field and leaving the Title blank. This will provide the best experience with most major screen readers including Narrator. For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing. Add alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can’t see the image.
The following procedures describe how to make the hyperlinks, text, and tables in your Word for the web documents accessible.
Here are some ideas to consider:
Here are some ideas to consider:
Increase or decrease white space between sentences and paragraphs.
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