Accessible Microsoft 365 Files

RCTC is actively working to ensure all digital content including websites, course platforms, and documents meet WCAG 2.1 Level AA standards in compliance with Title II of the ADA. RCTC and the entire Minnesota State system are committed to accessibility and it starts with how we build and write digital content.

Before saving and sharing your Microsoft files, use the built-in Accessibility Checker in Microsoft 365 applications. This tool helps you identify and fix common accessibility issues. It will guide you through important steps such as:

• Applying proper heading/content structure and styles
• Ensuring text has readable color and contrast against its background
• Adding alternative text (alt text) to images
• Creating accessible hyperlinks
• Using clear table structures
• Confirmation the file can be accessed through screen readers

Microsoft 365, and locally installed versions of the Microsoft Office applications

Microsoft Resources for using the Accessibility Checker:

• Microsoft's Accessibility Checker
• Make your Word documents accessible
• Make your content accessible in the Microsoft 365 apps  (Word, Outlook, Excel, PowerPoint, and others)

Accessibility best practices:

• Use built-in heading styles: Use Heading 1 for the main title, Heading 2 for major sections, and so on. Do not just use bold or large fonts for headings.
• Add alternative text to images: Right-click on images and provide a short, accurate description in the "Alt Text" field. Screen readers use this information.
• Use descriptive link text: Instead of "Click here," use text that describes the link's destination (e.g., "Visit the WebAIM website" instead of "Click here to visit WebAIM").
• Create accessible tables: Use simple table structures and specify header rows. Avoid using tables for layout purposes.
• Ensure sufficient color contrast: The text should have enough contrast against the background color for readability.
• Use accessible fonts and sizes: Sans-serif fonts like Arial or Verdana are generally more legible, and the font size should be at least 11 or 12 points.
• Run the Accessibility Checker: Use Word's built-in accessibility checker (Review > Check Accessibility) to identify and fix potential problems. 
  
  

• Accessible Web Content and Digital Documents Checklist
• How to Make Accessible Word Documents
• Accessible PDF Files
• Minnstate ASA Newsletter Digital Accessibility Tips