Alamo Colleges District

Accessibility Checker in Microsoft Applications and Best Practices

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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:

  1. Best practices for creating and sharing files and emails that are accessible to everyone
  2. 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

PowerPoint
Windows

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.

visual instruction to click the file tab in PowerPoint

Select More > Options.

visual instruction to click more > options in powerpoint
visual instruction highlighting options in powerpoint

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.

visual instruction to select accessibility and keep accessibility checker running while working in PowerPoint

To check accessibility while you are working on a project or presentation, open a new or current PowerPoint file.

Select Review > Check Accessibility.

visual instruction to click review then click 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.

instructions showing to click dro-down arroes, identify accessibility errors, the click the error to correct

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.

instructions to generate automatic alt text, click 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 Windows PowerPoint. Be sure to checkout the other ways to improve accessibility in Microsoft's PowerPoint accessibility guide.

Mac

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.

instruction to click review and click check accessibility in PowerPoint

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.

instruction to identify accessibility error and view steps to fix in powerpoint on mac

Since this is an image description error, the steps say to right click the image > view alt text.

instruction to right click an image to view alt. text in powerpoint

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.

instruction to write and select automatic generated 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 Mac PowerPoint. Be sure to checkout the other ways to improve accessibility in Microsoft's PowerPoint accessibility guide.

Word
Windows

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.

instruction to select file > options in word

Click Accessibility.

Make sure "Keep accessibility checker running while I work" is checked.

instrcution to choose accessibility settings and check keep accessibilty checker running while working

To check accessibility while you are working on a document, open the a new or current Word document.

Select Review > Check Accessibility.

instruction to click review then click 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.

instruction to view error in accessibility checker

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.

instruction to write alt text or generate automatic text

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.

Mac

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.

instruction to identify and click accessibility error and view steps to fix in word on mac

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.

instructions to click error in accessibility checker and arrow pointing to read steps to fix

Since this is an image description error, the steps say to right click the image > view alt text.

instruction to right click image and click 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..

instruction to write alt text or click generate automatic text

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.

Outlook
Windows

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.

instruction highlighting file tab in outlook
instruction highlighting options tab in outlook

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.

instruction to click accessibility and click show warnings while I work

To view the accessibility checker while you work, open a new or drafted email.

instruction highlighting to open a new email in outlook

Select Review > Check Accessibility.

instruction highlighting to click review then click 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.

arrows and boxes emphasizing how to view and select accessibility errors and click recommended actions  in outlook

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.

alt text editor in outlook

Outlook will automatically generate the alt text. When finished, you may exit the tab.

an automatic generation of alt text in outlook

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.

Mac

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.

instructions to click options then click 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.

arrows and boxes highlighting errors and steps to fix accessibility errors in outlook for mac

Since this is an image description error, the steps say to right click the image > view alt text.

instruction to right click an image and edit alt text in outlook for mac

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.

instruction to click generate alt text for me in outlook for mac

Outlook will automatically generate the alt text. When finished, you may exit the tab.

automatically generated alt text and click the exit tab button

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.

Excel
Windows

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.

a step highlighting intruction to select more in excel file
a step highlighting instruction to select options in excel file

Click Accessibility.

Make sure "Keep accessibility checker running while I work" is checked.

instruction to click accessibility and arrow pointing to "keep checker running while I work"

To view the accessibility checker while you work, open a new or current excel file you are working on.

Select Review > Check Accessibility.

steps highlighting instructions to select Review, then click check accessibilty

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.

steps highlighting how to review accessibility checker. Arrows pointing to warnings and recommended actions

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.

Mac

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.

steps highlighting instructions to select Review, then click check accessibilty

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.

steps highlighting how to review accessibility checker. Arrows pointing to warnings and recommended actions

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.

OneNote
Windows

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.

steps highlighting instructions to select Review, then click check accessibilty

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.

steps highlighting how to review accessibility checker.

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.

Mac

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.

steps highlighting instructions to select Review, then click check accessibilty

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.

steps highlighting how to review accessibility checker. Arrows pointing to warnings and recommended actions

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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