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Using LevelDocs for Microsoft Word

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This guide describes how to use LevelDocs add-in for Microsoft Word. 

To learn more about accessibility in Word documents, go to Make your Word documents accessible to people with disabilities - Microsoft Support. To learn how to generate reports and accessible PDFs, go to Get started with LevelDocs.

On this page:

Start LevelDocs for MS Word

To start the LevelDocs add-in for Microsoft Word:

  1. Open a Microsoft Word document.
  2. From the ribbon, select LevelDocs.  The add-in toolbar is displayed.
  3. From the toolbar, select Launch Wizards. It is the second button from the left. Available wizards are listed. 
  4. Select the wizard of your choice. 

Note: By default, the first option, Accessibility Wizard (Alt+F1), is selected. You can start there, by defining general settings, or choose another wizard.

1. Accessibility Wizard: Define document settings

Use the wizard to configure the basic document settings, including title, language, author, editor, fonts, and formatting options, for example how to handle italics and empty paragraphs.

To define document settings: 

  1. From the Launch Wizards dropdown, select  Accessibility Wizard (Alt+F1).
  2. Define the settings.
  3. Select Apply.

The following table describes general document settings that affect the whole document.

Setting Description
Load LevelDocs on Microsoft Word startup Defines whether the LevelDocs loads when the user opens Microsoft Word.  By default, the setting is enabled.  
Document Title

The name displayed in the tab when a document is opened using a screen reader. It does not affect the document’s layout. By default, Word uses the value from the Document Title field. For new or untitled documents, the default title will match the file name. Give your document a meaningful name. It provides the following benefits:  

  • Helps screen reader users understand the document’s topic before the content is read aloud.
  • Makes it easier for users with multiple tabs or applications open to locate and return to the document quickly.
Document Editor

Required setting. Identifies the person editing the document, based on Microsoft account settings. The field is populated automatically—for example, if you edit the document, your name is added by default. 

Note: This setting is not related to accessibility. It is managed through Microsoft configuration and user account details.
Document Language

Required setting. Defines the language in which the document is written. It does not affect the document layout. The default language is determined by your primary Microsoft Word language settings. This setting also influences the main language used when exporting the document to PDF.

Note: Screen readers use different speech engines based on the document’s language setting. For example, a document set to English will be read using the English speech engine, while a document set to Spanish will be read using the Spanish speech engine.
Author Identifies the person who created  the document. 
Add Alt Text to Links in PDF/UA 

Ensures that PDFs pass PDF/UA checks for missing alternative text on hyperlinks. When the setting is enabled, the system automatically adds Alt text to links without it.

  • If a link has no alternative text, display text (visible link text) is used.

  • If no display text text is available, the link URL is used.

  • If a link is created from an image, the image’s Alt text is used.

  • If the image has no Alt text, the image URL is used instead.
Font Policy List Fonts in this list are based on your organization’s accessibility policy. Generally, the default fonts remain in place. Choose a font based on your organization’s accessibility policy. We recommend Sans Serif font families, which are easier to read on-screens. 
Remove Italic Formatting Reverts all italicized text in the document body to regular (non-italic) formatting. Italics can be difficult to read for individuals with visual impairments, especially when used frequently or in large blocks of text. Removing italics improves readability and ensures better accessibility for all users.
Remove Underlines Removes all underlined text in the document body and reverts it to standard formatting. Underlined text can be misinterpreted as hyperlinks, especially by users with color vision deficiencies. Removing unnecessary underlines helps prevent confusion and improves the overall accessibility and clarity of the document.
Convert Black to White

Converts all text in the document to black on a white background to ensure sufficient color contrast. This eliminates color contrast issues and improves readability for all users. 

High contrast between text and background is essential for users with visual impairments. Avoid using color combinations that reduce legibility—such as yellow text on a white background—as they can make content difficult to read and fail to meet accessibility standards.
Minimum Line Space Sets the minimum spacing between lines, for the benefit of users with visual or cognitive impairments. We recommend 1.5 line spacing.
Minimum Body Text Font

Defines minimum font size of the body text throughout the document. This value depends on the Font Family you use. Usually, this is defined in the organizational policy. Do not modify unless necessary. 

As per accessibility standards: 

  • For printed content, it is advisable to use larger font sizes.
  • For digital media, most visually impaired individuals will choose to use magnifying software or the zoom option in the application. 
Minimum Footnotes Font

Defines minimum font size of the text in the footnotes. This value depends on the Font Family you use. Usually, this is defined in the organizational policy. Do not modify unless necessary. 

As per accessibility standards: 

  • For printed content, use larger font sizes in footnotes as well as in body text, for easier viewing by users with visual impairments.
  • For digital media, most visually impaired individuals will choose to use magnifying software. And, most digital collateral has a zoom option, allowing content to be enlarged on demand.
General Document Settings

 

2. Heading Wizard: Define document hierarchy 

Headings provide structure and improve navigation for all users, including those using assistive technologies.
They organize content into a clear, logical hierarchy—such as chapters, sections, and topics—making it easier to understand and move through the document. 

Heading guidelines

Follow these rules when defining headings in your document:

  • Use a logical hierarchy: Start with H1 for main headings, followed by H2 through H6 for subheadings. Avoid skipping levels (for example, placing H5 directly after H2).
  • Apply document styles: Headings must use predefined styles to be recognized as structural elements. Do not rely on visual formatting alone (for example., font size or color changes). To learn how to add a heading in a MS Word document, go here. 
  • Assign H1 appropriately: Use H1 for the document’s main title or top-level section.
  • Avoid restricted areas: Do not tag headings within headers, footers, or tables.

Launch the Headings Wizard

To launch Headings Wizard: 

  • From the Launch Wizards dropdown, select  Heading Wizard (Alt+F2). 

    LevelDocs flags text which might be a heading, and should be so defined. Check existing heading levels in the document, and update them as necessary, by using the main toolbar or through automatic tagging. 

Apply headings 

Using LevelDocs, you can define headings manually or through automatic tagging.  

To define headings manually:  

  1. Select any text that you want to define as a heading.
  2. Select the heading level button in the main toolbar. Alternatively, use keyboard shortcuts.

To define heading levels through automatic tagging: 

  1. Select the Batch Processing button in the main toolbar.
  2. Select Heading Actions.
  3. Select the Manage Heading Rules button. A new screen, with three buttons opens (Record business rules, Display business rules and Run heading tagging process).
  4. Select Record business rules, and then:
    • Select a text heading that appears to be styled as a H1. Then, select the H1 button in the main toolbar.
    • Repeat the process for all the heading levels you want to define.
  5. When you have finished recording all the relevant styles, select the Run heading tagging process button. 

Depending on the length and complexity of the document, the automatic tagging process process might take a while. Wait until you are notified that the process is complete.

3. Images and Links Wizard: Add Alt text and name the links

Use the Images and Links wizard to perform the following tasks: 

  • Add alternative (Alt) text to document images.
  • Locate links and give them meaningful, descriptive names and tooltips.

Launch Images and Links Wizard

From the Launch Wizards dropdown, select  Images and Links Wizard (Alt+F3). 

Add Alt text to images

Describe each image or graphic in your document, to convey their meaning or main message.

To add alternative text:

  1. Launch the Images and Links Wizard. The wizard opens a panel on the right side of the screen, containing the Images tab and Links tab. 

    The first image or graphic that the wizard detected is already selected. If the image is not selected, or not apparent to you, at the Images tab, select Total Items, and then First. The fist image in the document appears. 

  2. In the Alt Text for the Selected Image box, enter the alternative text that describes the image. Alternatively, if this image is decorative only, select the Decorative Text check box.   
  3. Click Next to proceed to the next image. 

  4. Repeat the process for all images in a row. 

    When you have finished, the number of image Issues Found should be 0.

Find links and give them meaningful names

Give links a meaningful name and/or alternative text (tooltips). Tooltips explain where the links lead, or what information one can expect when clicking the link. Screen reader users can then easily navigate between links.

 To make links accessible:

  1. Launch the Images and Links Wizard. 

  2. Select the Links tab, in the right-hand panel.  

    Wizard detects links in the document. The first link that the wizard detected is already selected. If the link is not selected, or not apparent to you,  select Total Items, and then First. The fist link in the document appears.

  3. Enter the relevant accessibility items in the following boxes:
    1. Enter Link Text to Display: Text of the link as seen by the user. For example, enter Level Access Help Center.
    2. Enter URL: The web or document location to which the link leads, when clicked. For example, enter https://client.levelaccess.com/hc/en-us/.
    3. Enter Link Tooltip: Text that appears when the user hovers over the link. 
  4. To save the changes, move the cursor out of focus, away from the text boxes, or select Next.  

  5. Repeat the process for all the links in the document. 

    When you have finished, the number of link Issues Found should be 0.

Batch-processing of hyperlink tooltips (Assign tooltips from display text)

You can now quickly add tooltips to hyperlinks using their display text.  

  1. Display the LevelDocs toolbar.

  2. From the Batch Processing menu select Auto-Assign Tooltip. Alternatively, display the Links Wizard, right-click and select the same option, Auto-Assign Tooltip.

  3. Choose whether to apply tooltips to all hyperlinks or only those missing a tooltip. 
    Note: Existing tooltips are preserved unless you choose to update all links. A completion summary shows how many links were scanned, updated, or skipped. 

4. Tables Wizard: Configure tables for accessibility 

You must configure table settings, for your table types. 

Configure and check accessibility of your tables

To set table options and check table accessibility: 

  1. Launch the Table Wizard. The wizard opens a panel on the right side of the screen.

    The first table that the wizard detected is already selected. If the table is not selected, or not apparent to you, select Total Items, and then First. The fist table in the document appears. 

  2. Define your table type. Then, enter the table settings that describe it.  
  3. Select Next to proceed to the next table. 

  4. Repeat the process for all the tables n the document. 

    When you have finished, the number of  table Issues Found should be 0.   

Table settings

Setting Description
Header Rows 

Select the checkbox. Define how many rows the table should have. Typically, tables have one header row. 

Note: To enable screen readers to understand the information in a single cell, we must refer to header rows and columns. 
Header Columns 

Select the checkbox.  Define how many columns the table should have.  

Note: To enable screen readers to understand the information in a single cell, we must refer to header rows and columns. 
Layout Table Layout Table (unrelated data). LevelDocs converts this table data into paragraphs, for the final PDF document.  
Table Description Enter table caption. The caption should convey information about the purpose and content of the table. 
Table Direction  Enter Left to Right, or Right to Left. Defines how the text in the table is read. 
Configuration settings for your tables

Table types

Learn more about table types you can configure using LevelDocs: 

Table Type Description
Table with header rows and columns  For this table type, select both Header Rows and Header columns, and define the appropriate number of rows and columns for each. 
Table with header columns  For this table type, select Header columns. Typically, the value for this setting is set to 1.  
Design table (unrelated data)

Layout Table (unrelated data). This type of table presents data where each cell stands alone and might not be logically connected to the others. Layout tables are typically used to maintain formatting or enhance the visual structure of a document, rather than to convey relational data.

LevelDocs converts this table data into paragraphs, for the final PDF document.  
Description of various table types

5. Contrast Wizard: Configure color settings 

Keep the default values or set new text and background colors for selected text.   

To set the color settings:

  1. Launch the Contrast Wizard. The wizard opens a panel on the right side of the screen.
  2. Select Load Contrast Issues. 
    • If no issues are found, select Eye Dropper to redisplay the Contrast Wizard tools. 
    • If there are issues, use the available tools to fix them. 
      • Set Text Color and Background Color using the radio buttons and color picker. 
      • Select OK. The Contrast Ratio shows if the colors meet accessibility standards (Pass/Fail for WCAG AA and AAA levels). 
      • Select Recommended Colors to ensure compliance.
  3. Select Apply to Selection.

  4. Repeat for all issues or any parts of the document you want to update.

    You can also use the Eye Dropper tools to manually sample a color from the document. This applies to both text and background colors, and allows you to manually test for color contrast issues.

Proceed to generate a validation report, or generate accessible output. For details, go to Get started with LevelDocs. 

 

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