Overview
This error appears when the file format is outdated or incompatible with accessibility tools. The simplest solution is to convert the document into a current Word format so it can be scanned and remediated correctly.
Step 1: Check the File Format
Option 1: Compatibility Mode Detected
- Open the document in Word Desktop.
- Look at the title bar at the top of Word.
- If you see Compatibility Mode, the file is using an older format.
- Move to Step 2 to convert the file.
Option 2: No Compatibility Mode Detected
If the malformed error is not caused by an older format (meaning you do not see Compatibility Mode or the option to convert), clear hidden formatting by rebuilding the file:
- Copy all content.
- Paste it into Notepad to remove formatting and hidden errors.
- Copy from Notepad and paste into a new blank Word document.
- Then move to Step 4.
Step 2: Convert the File
- Select File.
- Select Info.
- Select Convert.
- When prompted, choose OK or Save.
This creates a modern, fully accessible .docx version of your file.
Step 3: Save the Converted Document
- Select File > Save As.
- Give the file a clear name.
- Confirm that the file type is Word Document (*.docx).
Step 4: Review the File for Accessibility
- Now that your document is in a compatible format, review it using the Six Essentials of Digital Accessibility.
- After reviewing the essentials, go to:
- Review tab
- Check Accessibility
- Fix any remaining issues
Step 5: Export Correctly
- Save your document.
- When exporting to PDF, use our Saving Word and PowerPoint (PPT) Files to PDF Guide for a more accessible PDF export.
Resources
For more, review these additional resources:
Support
For support, email [email protected].
