Microsoft Office Documents

Microsoft has several built-in tools to make creating accessible documents easy.

Their support site provides directions and best practices on nearly all aspects of accessibility in Microsoft documents. Topics include using the Accessibility Checker, adding alt text to images, correcting the usage of fonts and colors, tables, and much more. Follow the links below for full details.

Word

You can visit the overall page, “Make your Word documents accessible to people with disabilities,” or use the links to specific topics below.

• Best practices for making Word documents accessible
• Check accessibility while you work in Word
• Avoid using tables
• Use built-in title, subtitle, and heading styles
• Create paragraph banners
• Add alt text to visuals
• Add accessible hyperlink text and ScreenTips
• Use accessible font format and color
• Create accessible lists
• Adjust space between sentences and paragraphs
• Test accessibility with Immersive Reader

PowerPoint

You can visit the overall page, “Make your PowerPoint presentations accessible to people with disabilities,” or use the links to specific topics below.

• Best practices for making PowerPoint presentations accessible
• Check accessibility while you work
• <ahref="https://support.microsoft.com/en-us/office/make-your-powerpoint-presentations-accessible-to-people-with-disabilities-6f7772b2-2f33-4bd2-8ca7-dae3b2b3ef25#bkmk_slideswin">Create accessible slides
• <ahref="https://support.microsoft.com/en-us/office/make-your-powerpoint-presentations-accessible-to-people-with-disabilities-6f7772b2-2f33-4bd2-8ca7-dae3b2b3ef25#bkmk_tableswin">Avoid using tables
• Add alt text to visuals
• Create accessible hyperlink text and add ScreenTips
• Use accessible font format and color
• Use captions, subtitles, and alternative audio tracks in videos
• Save your presentation in a different format
• Test accessibility with a screen reader

Excel

You can visit the overall page, “Accessibility best practices with Excel spreadsheets,” or use the links to specific topics below.

• Best practices for making Excel spreadsheets accessible
• Check accessibility while you work in Excel
• Create accessible tables
• Use an accessible template
• Add text to cell A1
• Add alt text to visuals
• Add accessible hyperlink text and ScreenTips
• Use accessible font format and color
• Create accessible charts
• Rename worksheets
• Delete blank worksheets
• Name cells and ranges
• Test the accessibility of your worksheets

Tips for Creating Accessible Content

Follow these basics when making any file:

• Use headings for structure. These will also be tagged when you create the PDF and allow a user to navigate the file by section. 

• Use good color contrast. Use the WebAIM Color Contrast Checker to verify your colors are accessible (i.e., if you have text with a colored background).

• Add alt text for images.

• Use simple layouts that are easy to navigate and understand.

• Use descriptive link text. For example, “comprehensive 2024 sales report” vs. “learn more.” 

• Use legible fonts and font sizes.

• Use plain, simple language. Avoid using too much jargon or acronyms. 

• Make sure color isn’t the only way you are conveying information.

• Keep important information in the body of the document, vs. the header or footer.