Overview
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
Environment
Microsoft 365, and locally installed versions of the Microsoft Office applications
Details
Microsoft Training Resources for using the Accessibility Checker:
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.
More Information