Creating accessible content: links

Audience: Students, Faculty, Staff

Responsible Group: IT Training and Outreach

Overview

Creating accessible links is a foundational practice for inclusive digital communication. Whether in emails, documents, websites, or learning platforms, accessible links ensure that all users, including those using screen readers or other assistive technologies, can understand where a link leads and how to interact with it. Many hyperlinks are not inherently accessible; vague phrases like “click here” or “read more” lack context and can confuse users relying on assistive tools. Accessible links use descriptive text, avoid redundancy, and are formatted for clarity and usability. A link is a promise to the visitor that they will find what they are looking for if they click it. If we break that promise, then visitors will be less likely to trust other links.

Why It Matters

Accessible links improve navigation and comprehension for everyone. They help users quickly identify the purpose of a link and decide whether to follow it. For users of screen readers, descriptive link text is read aloud, providing essential context. This practice also benefits mobile users and individuals scanning content quickly.

Best Practices

• Use Descriptive Link Text: Clearly describe the destination or action. Avoid vague phrases like “click here.”
• Avoid Using URLs as Link Text: Instead of pasting full URLs, hyperlink meaningful text.
• Use Underlining for Link Indication: Use underlining to indicate that the text is a link. Avoid underlining text that is not a link to avoid confusion.
• Avoid Redundant Links: Don’t repeat the same link multiple times in close proximity.
• Indicate File Type or External Destination in Link Text: When linking to a file (e.g., PDF, Word document), video, or external website, include the file type or destination in the link text to help users understand what to expect when using the link.
• Ensure Link Text Makes Sense Out of Context: Screen readers often list links separately, so each should be understandable on their own.
• Check for Color Contrast: If links are distinguished by color, ensure sufficient contrast.
• Use Accessible Formatting: Ensure links are keyboard-navigable and not embedded in images without alt text.
• Open Links in Current Tab: In general, it is better not to open new windows and tabs since they can be disorienting for people, especially people who have difficulty perceiving visual content. To read more about this practice, visit the WCAG 2.1 Techniques webpage (external link).

Compliance Standards

• 1.4.1 Use of Color: Color should not be the only method used to convey information.
• 2.1.1 Keyboard: All functionality, including links, must be operable through a keyboard.
• 2.4.4 Link Purpose (In Context): The purpose of each link should be clear from its text alone or its surrounding context.
• 4.1.2 Name, Role, Value: Links must be coded so assistive technologies can interpret them correctly.

How to Create Accessible Links

You can improve link accessibility by using built-in tools in Microsoft 365 apps, web platforms, and accessibility checkers. Follow these steps to ensure your links are clear, usable, and inclusive.

In Microsoft Word, Outlook, and PowerPoint

1. Highlight Descriptive Text
   Choose meaningful text that describes the link’s destination
   • Example: “Watch the following video called “Why Use Descriptive Links (Video)?” from Portland Community College” or “Visit a blog from WCAG on How to Master the Art of Accessible Link Text (External Site)”
2. Insert the Link
   • Right-click and select Link, or press Ctrl+K.
   • Paste the URL into the address field.
   • Confirm the display text is descriptive and not just the URL.
3. Use the Accessibility Checker
   • Go to Review > Check Accessibility.
   • Address any flagged issues, especially vague link text or missing descriptions.
4. Avoid Linking Images Without Alt Text
   If you hyperlink an image, ensure it has appropriate alt text describing the link’s purpose
    

In Outlook Emails

1. Use Descriptive Link Text in the Email Body
   Avoid phrases like “click here.” Instead, write: “Register for the October Accessibility Workshop”.
2. Check Alt Text for Linked Images
   • Right-click the image and select “Add Alt Text”
   • Ensure the alt text explains the image and its link destination.
3. Test with Accessibility Checker
   • Before sending, go to Options > Check Accessibility.
      

In SharePoint and Web Content

1. Use Meaningful Anchor Text (the text that the user is clicking to go to a hyperlink’s destination)
2. Avoid Linking Images Without Alt Text
   Use descriptive alt text that explains both the image and the link’s purpose.
3. Test with Screen Readers or Browser Extensions
   Use tools like NVDA, JAWS, or browser-based accessibility checkers (e.g., WAVE) to verify usability.
    

In PDFs and Other Documents

1. Use Tagged PDFs
   When exporting from Word or PowerPoint, choose Save as PDF and ensure Document structure tags for accessibility is checked.
2. Hyperlink Descriptive Text
   Avoid raw URLs. Instead, use phrases like Download the Accessible Links Guide (PDF).
3. Verify with Adobe Acrobat Accessibility Checker
   Run the checker to ensure links are tagged and readable by assistive technologies

Training

• Microsoft Learn (module): Create Accessible Content
• Microsoft Support: Create Accessible Links in Word
• Microsoft Support: Create or edit a hyperlink
• ModernCampus CMS: Insert/Edit Link
• Microsoft Support/Word: Make your Word documents accessible to people with disabilities
• Microsoft Support/Excel: Accessibility best practices with Excel Spreadsheets
• Section 508 Website/PowerPoint: Creating Links with Unique and Descriptive Names
• Microsoft Support/OneNote: Make your OneNote notebooks accessible to people with disabilities
• Microsoft Support/Outlook: Make your Outlook emails accessible to people with disabilities
• Microsoft Support​​​​​​​/SharePoint: Add accessible content and links to a SharePoint Online site

Need Help?

• Submit a UARK IT Help ticket for access issues.
• Submit an IT training request for personalized support from the IT Training and Outreach.

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