Links in Word Documents
Hyperlinks connect your document to external resources, websites, or other parts of the document. For accessibility, link text must clearly describe where the link goes or what it does.
What This Means
Screen reader users often navigate by listing all links in a document. Each link should make sense out of context, without needing to read the surrounding text.
Why It Matters
- Screen readers can list all links in a document
- Out-of-context links like "click here" are meaningless in a link list
- Descriptive links help all users understand where they'll go
- Raw URLs are difficult to read aloud and understand
Common Violations
DOCX-05-001: Hyperlink Text Is Not Descriptive {#DOCX-05-001}
What's Wrong: A hyperlink uses generic text like "click here," "read more," or "link" that doesn't describe the destination. Raw URLs used as link text are also problematic.
Impact: Serious - Users can't determine where links lead without reading surrounding context.
Examples of Poor Link Text:
- "Click here"
- "Read more"
- "Link"
- "Here"
- "More information"
- "https://www.example.com/page/subpage/document.pdf"
Examples of Good Link Text:
- "Download the 2024 Annual Report (PDF)"
- "Learn more about our accessibility services"
- "Visit the Microsoft Accessibility website"
- "Contact our support team"
How to Fix:
For Existing Links:
- Right-click the link
- Select Edit Hyperlink (or Edit Link)
- In the Text to display field, enter descriptive text
- Click OK
When Creating New Links:
- Type the descriptive text first
- Select the text
- Press Ctrl+K or go to Insert > Link
- Enter the URL in the Address field
- Click OK
Writing Effective Link Text
Be Specific
Instead of "click here for the report," write "download the Q3 Financial Report."
Indicate File Types
If linking to a PDF or other file, include the format: "Download the employee handbook (PDF, 2MB)"
Use Action Words
- "Download the application form"
- "Register for the webinar"
- "View the product catalog"
Keep It Concise
Link text should be long enough to be descriptive but not excessively long. Aim for 2-8 words.
Make Links Unique
Each link in the document should have unique text if they go to different destinations. Don't use "Read more" for multiple different links.
Link Lists: The Screen Reader Test
Imagine all your links listed together:
- Click here
- Click here
- Read more
- Here
- Link
vs.
- Download the 2024 Annual Report
- View our accessibility statement
- Contact customer support
- Subscribe to our newsletter
The second list makes sense without any surrounding context.
Additional Considerations
Email Links
Use descriptive text instead of raw email addresses:
- Good: "Email our support team"
- Poor: "support@example.com"
Internal Document Links
When linking within the document:
- Good: "See the Methodology section"
- Poor: "See below"
Repeated Links
If the same destination appears multiple times:
- Consider whether all links are necessary
- Use consistent link text for the same destination
- Distinguish links to different sections of the same site
Using Microsoft's Accessibility Checker
Word's Accessibility Checker catches some link issues:
- Go to Review > Check Accessibility
- Look for "Unclear hyperlink text" warnings
- Click each issue to navigate to the link
- Follow recommended actions to fix
Note: The checker may not catch all generic links, so manual review is recommended.
Best Practices
Do:
- Make link text describe the destination
- Include file type and size for downloads
- Use unique text for links to different destinations
- Test by reading links out of context
Don't:
- Use "click here" or "read more"
- Use raw URLs as link text
- Make entire sentences into links
- Use the same generic text for different links