Accessibility Checker in Microsoft Applications and Best Practices
Microsoft Office 365 applications have built-in accessibility settings, which is helpful when creating files that are easily accessible by everyone within your organization, team, or classroom.
Checking accessibility notifications and using accessibility best practices will ensure that your material is easy to perceive so everyone can understand, engage, and be an active contributor to digital information.
In this article you will learn:
- Best practices for creating and sharing files and emails that are accessible to everyone
- How to view and use the Accessibility Checker in:
Unfortunately, Microsoft Teams does not have a built-in accessibility checker as the other applications do, however, you can review best practices for making your content accessible in order to improve accessibility while you work in Teams.
Best practices for creating & sharing files and emails
Alternative Text (Alt Text)
Alternative text is used for images, icons, or other digital media. It provides a description of the media which is helpful for individuals who cannot see the screen. Screen readers can read the alt text aloud to help them gain an understanding of what the image means or what is happening on the screen.
As long as accessibility warnings are enabled, Microsoft applications will notify you if media is missing alt text and allow you to add a description directly in the accessibility checker.
Tip: Good alt text is clear, concise, and descriptive.
Learn more about writing alt text.
Font & Color
Use standard fonts such as arial, times, or calibri. Avoid using all capital letters, italics, or bright colored fonts such as light blue, yellow, orange, or green. For those who have trouble seeing, they might miss important information that was meant to be highlighted in the text. Simply try bolding important information instead.
Text size
Don't use font size lower than 11 or 12 pt. Font size that is smaller than that can be difficult to read, especially for those who have trouble seeing. It is recommended that you stick to 12 pt font for body text.
For headings or subheadings, aim for 15-18 pt font, anything larger might be difficult to read on mobile devices.
Descriptive links
Writing descriptive links are essential to understanding what a user is clicking on. Don't use phrases like "click here" or "learn more."
Bad link description: "To learn more about Alamo Colleges IT department, click here."
Good link description: "Visit Alamo Colleges IT Department to learn more. It provides a short description of the link, so the user knows exactly what kind of information they are being directed to.
Also, avoid using bright colored fonts for links as they can prevent someone from being able to see the text. Instead, if you want to emphasize a link, just underline it or bold the text, if necessary.
Mobile-friendly
Not everyone may have consistent access to a desk top computer or laptop, therefore making sure that your content can easily be read on mobile devices such as smartphones or tablets is key to accessibility. Before sending out an email or file, try sending a copy of the email to yourself, then open it on a mobile device to ensure that it is accessible and free of errors.
Don't use too many images
While images are useful for providing additional ways to engage or receive information, overuse of images could take up unnecessary space since they may need to be downloaded on different devices to see them, or make messages difficult to understand for those with visual impairments. Therefore, keep image use to a minimum when possible.
How to view the accessibility checker
Learn how to check accessibility settings and open the checker in PowerPoint while you work on your windows device.
To view accessibility settings go to File.
Select More > Options.
Click Accessibility. Make sure "Keep accessibility checker running while I work" is checked.
To make writing alt text easier, make sure "Automatically generate alt text for me" is checked.
To check accessibility while you are working on a project or presentation, open a new or current PowerPoint file.
Select Review > Check Accessibility.
The checker will open on the right side of the screen. If there is an accessibility error, PowerPoint will notify you of the error, give you information on why and how to fix, and give built-in recommendations.
Select the error and click the drop-down arrow to view automatic suggestions.
Select the recommended action.
If the error is missing alt text or image descriptions, PowerPoint will present the alt text editor where you can write in your own alt text or use the generated one.
If you prefer the automatically generated text, then click Generate alt text for me.
Tip: Another way to open the alt text editor is by right-clicking the image > View Alt Text.
PowerPoint will automatically generate the alt text. When finished, you may exit the tab.
Success! Now you know how to view and resolve accessibility issues in Windows PowerPoint. Be sure to checkout the other ways to improve accessibility in Microsoft's PowerPoint accessibility guide.
PowerPoint for Mac also allows you to check accessibility while you work, gives tips and steps to fix errors, and generates alt text for you.
Open the PowerPoint file that you want to check for accessibility errors.
Select Review > Check Accessibility.
The checker will open on the right side of the screen. If there is an accessibility error, PowerPoint will notify you of the error, and give you information on why you should fix and provide step-by-step instructions for improving accessibility.
Hit the drop-down arrow to view the error.
Select the error, then review the Steps to Fix below, underneath the textbox.
Since this is an image description error, the steps say to right click the image > view alt text.
The alt text editor will appear, giving you an outline for writing your own alt text or the option to generate it automatically.
If you prefer automatically generated alt text, choose Generate alt text for me.
PowerPoint will automatically generate the alt text. When finished, you may exit the tab.
Success! Now you know how to view and resolve accessibility issues in Mac PowerPoint. Be sure to checkout the other ways to improve accessibility in Microsoft's PowerPoint accessibility guide.
Learn how to check accessibility settings and open the checker in Word while you work on your windows device.
To view accessibility settings go to File > Options.
Click Accessibility.
Make sure "Keep accessibility checker running while I work" is checked.
To check accessibility while you are working on a document, open the a new or current Word document.
Select Review > Check Accessibility.
The checker will open on the right side of the screen. If there is an accessibility error, Word will notify you of the error, give you information on why and how to fix, and give built-in recommendations.
Select the error and click the drop-down arrow to view automatic suggestions.
Select the recommended action.
If the error is missing alt text or image descriptions, Word will present the alt text editor where you can write in your own alt text or use the generated one.
Tip: Another way to open the alt text editor is by right-clicking the image > View Alt Text.
The alt text editor will appear, giving you an outline for writing your own alt text, additionally, it will automatically generate alt text for you.
If you prefer to use generated alt text, choose Generate alt text for me.
Word will automatically generate the alt text. When finished, you may exit the tab.
Success! Now you know how to view and resolve accessibility issues in Windows Microsoft Word. Be sure to checkout the other ways to improve accessibility in Microsoft's Word accessibility guide.
Microsoft Word for Mac also allows you to check accessibility while you work, gives tips and steps to fix errors, and generates alt text for you.
Open the Word document that you want to check for accessibility errors.
Select Review > Check Accessibility.
The checker will open on the right side of the screen. If there is an accessibility error, Word will notify you of the error, and give you information on why you should fix and provide step-by-step instructions for improving accessibility.
Hit the drop-down arrow to view the error.
Select the error, then review the Steps to Fix below, underneath the textbox.
Since this is an image description error, the steps say to right click the image > view alt text.
The alt text editor will appear, giving you an outline for writing your own alt text, additionally, it will automatically generate alt text for you.
If you prefer to use generated alt text, choose Generate alt text for me..
Word will automatically generate the alt text. When finished, you may exit the tab.
Success! Now you know how to view and resolve accessibility issues in Microsoft Word for Mac. Be sure to checkout the other ways to improve accessibility in Microsoft's Word accessibility guide.
Learn how to check accessibility settings and open the checker in Outlook while you work on your windows device.
To view accessibility settings go to File > Options.
Click Accessibility.
Make sure "Show me accessibility warnings while I work" is checked.
There are additional ways to view your accessibility notifications. You can visit our guide on Sending Accessible Emails in Outlook to learn more.
To view the accessibility checker while you work, open a new or drafted email.
Select Review > Check Accessibility.
The checker will open on the right side of the screen. If there is an accessibility error, Outlook will notify you of the error, give you information on why and how to fix, and give built-in recommendations.
Select the error and click the drop-down arrow to view automatic suggestions.
Select the recommended action.
If the error is missing alt text or image descriptions, Word will present the alt text editor where you can write in your own alt text or use the generated one.
Tip: Another way to open the alt text editor is by right-clicking the image > View Alt Text.
The alt text editor will appear, giving you an outline for writing your own alt text, additionally, it will automatically generate alt text for you.
If you prefer to use generated alt text, choose Generate alt text for me.
Outlook will automatically generate the alt text. When finished, you may exit the tab.
Success! Now you know how to view and resolve accessibility issues in Microsoft Outlook on your Windows device. Be sure to checkout the other ways to improve accessibility in Microsoft's Outlook accessibility guide.
Microsoft Outlook for Mac also allows you to check accessibility while you work, gives tips and steps to fix errors, and generates alt text for you.
Open the a new email or draft that you want to check for accessibility errors.
Select Options > Check Accessibility.
The checker will open on the right side of the screen. If there is an accessibility error, Word will notify you of the error, and give you information on why you should fix and provide step-by-step instructions for improving accessibility.
Click the drop-down arrow to view automatic suggestions.
Select the error, then review the Steps to Fix below, underneath the textbox.
Since this is an image description error, the steps say to right click the image > view alt text.
The alt text editor will appear, giving you an outline for writing your own alt text, additionally, it will automatically generate alt text for you.
If you prefer to use generated alt text, choose Generate alt text for me.
Outlook will automatically generate the alt text. When finished, you may exit the tab.
Success! Now you know how to view and resolve accessibility issues in Microsoft Outlook for Mac. Be sure to checkout the other ways to improve accessibility in Microsoft's Outlook accessibility guide.
Learn how to check accessibility settings and open the checker in Excel while you work on your windows device.
To view accessibility settings go to File > More > Options.
Click Accessibility.
Make sure "Keep accessibility checker running while I work" is checked.
To view the accessibility checker while you work, open a new or current excel file you are working on.
Select Review > Check Accessibility.
The checker will open on the right side of the screen. If there is an accessibility error, Excel will notify you of the error, give you information on why and how to fix, and give built-in recommendations.
Select the error and click the drop-down arrow to view automatic suggestions.
Select the recommended action.
Success! Now you know how to view and resolve accessibility issues in Microsoft Excel on your Windows device. Be sure to checkout the other ways to improve accessibility in Microsoft's Excel accessibility guide.
Microsoft Excel for Mac also allows you to check accessibility while you work, gives tips and steps to fix errors, and generates automatic suggestions for you to improve accessibility while you work.
Open the a new or current excel file that you want to check for accessibility errors.
Select Review > Check Accessibility.
The checker will open on the right side of the screen. If there is an accessibility error, Excel will notify you of the error, and give you information on why you should fix and provide step-by-step instructions for improving accessibility.
Click the drop-down arrow to view automatic suggestions.
Select the error.
Review the steps to fix.
Success! Now you know how to view and resolve accessibility issues in Microsoft Excel for Mac. Be sure to checkout the other ways to improve accessibility in Microsoft's Excel accessibility guide.
Learn how to check accessibility settings and open the checker in OneNote while you work on your windows device.
To view the accessibility checker while you work, open a new or current note.
Select Review > Check Accessibility.
The checker will open on the right side of the screen. If there is an accessibility error, OneNote will notify you of the error, give you information on why and how to fix, and give built-in recommendations.
Success! Now you know how to view and resolve accessibility issues in Microsoft OneNote on your windows device. Be sure to checkout the other ways to improve accessibility in Microsoft's OneNote accessibility guide.
Microsoft OneNote for Mac also allows you to check accessibility while you work, gives tips and steps to fix errors, and generates automatic suggestions for you to improve accessibility while you work.
Open the a new or current note that you want to check for accessibility errors.
Select View > Check Accessibility.
The checker will open on the right side of the screen. If there is an accessibility error, PowerPoint will notify you of the error, and give you information on why you should fix and provide step-by-step instructions for improving accessibility.
Click the drop-down arrow to view automatic suggestions.
Select the error.
Review the steps to fix.
Success! Now you know how to view and resolve accessibility issues in Microsoft OneNote on your windows device. Be sure to checkout the other ways to improve accessibility in Microsoft's OneNote accessibility guide.
Additional Resources
We hope this guide helps you create content that is accessible to everyone within your team and/or organization.
To learn more about accessibility in Microsoft applications, visit Office Accessibility for training videos, templates, recommendations and more.
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