Microsoft Accessibility Checker

Microsoft products include a built-in Accessibility Checker. Its capabilities are limited, so having a solid understanding of accessibility is essential to assist effectively. For example, headings are a significant part of creating accessible documents; however, a lack of headings will not be detected by the accessibility checker. It’s a valuable tool for reviewing the accessibility of your document after manual checks. This webpage also outlines how to check your Microsoft document for accessibility manually.

Visit Microsoft’s Create Accessible Office Documents guide to ensure your materials are inclusive and fully accessible.

How To Use Microsoft's Accessibility Checker

The Accessibility Checker alerts you to three types of issues: errors, warnings, and tips. Microsoft's support website describes them this way:

  • Error: Content that makes the document difficult or impossible to read and understand for people with disabilities.
  • Warning: Content that in most (but not all) cases makes the document difficult to understand for people with disabilities.
  • Tip: Content that people with disabilities can understand, but that could be presented in a different way to improve the user's experience.

After you run the Microsoft Accessibility Checker, it’s recommended to perform your own Manual Accessibility Checks outlined below.

Please note that the Microsoft Office Accessibility Checker doesn't identify all accessibility issues. For instance, headings play a crucial role in creating accessible documents; however, the accessibility checker may not detect missing headings. Be sure to utilize accessibility fundamentals, training, and other resources to verify that your content remains accessible.

How To Launch:

  1. Click on the Review tab
  2. Click Check Accessibility.
  3. The Accessibility Checker pane will appear on the right-hand side of the screen.

How To Use:

When you click on an issue, two things will appear in the Accessibility Checker pane:

  1. Additional Information will appear at the bottom of the pane explaining why this item is an issue and how to fix it.
  2. A chevron will appear to the right of the issue.
  3. Click the chevron to view recommended actions for resolving the issue. Simply choose the action you would like to carry out, and the Accessibility Checker will guide you through its completion.

Microsoft Word Accessibility Training Videos:

Please note that the Microsoft Office Accessibility Checker doesn't identify all accessibility issues. For instance, headings play a crucial role in creating accessible documents; however, 
the accessibility checker may not detect missing headings. Be sure to utilize accessibility fundamentals, training, and other resources to verify that your content remains accessible.

How To Launch:

  1. Click on the Review tab.
  2. Click Check Accessibility.
  3. The Accessibility Checker pane will appear on the right-hand side of the screen.

Excel Accessibility Tips:

  • Ensure there’s plenty of white space around all of the text in the template, so it’s easier to read.
  • Ensure the colors contrast well, so they’re easy to distinguish.
  • Use fonts that are 12 points or larger in size.
  • Use descriptive headings and labels (including worksheet names) so that users who rely on screen readers receive detailed information.

Note: As an automated tool, Microsoft Accessibility Checker can only catch some of the more basic accessibility issues that may arise in your Excel document.

You will need to manually review your Excel workbook to make sure that your alt text is meaningful, that you've provided descriptive sheet summaries, that you've defined names for your table headers in the formula tab, etc.

How To Use:

By default, Microsoft Accessibility Checker runs in the background while you work on your document. To access the accessibility pane and view the inspection results:

  1. Navigate to the Review tab in the ribbon.
  2. Select the Check Accessibility dropdown.
  3. Choose the Check Accessibility option. 
  4. View the Inspection Results in the Accessibility pane.

Note: Prebuilt Excel templates can help save time and improve accessibility in the content that you create.

To find an accessible template:

  1. Select File → New
  2. Search for accessible templates using the Search for online templates field.
  3. Select one of the accessible templates to open a new workbook based on the template. Accessible templates contain instructions that explain how to work with the template.

Microsoft Excel Training Videos:

PowerPoint presentations are highly effective as a presentation tool due to their visual nature. However, for individuals who are blind or have low vision, these slides may be completely inaccessible. 

Please note that the Microsoft Office Accessibility Checker doesn't identify all accessibility issues. For instance, headings play a crucial role in creating accessible documents; however, the accessibility checker may not detect missing headings. Be sure to utilize accessibility fundamentals, training, and other resources to verify that your content remains accessible.

How To Launch:

  1. Click on the Review tab.
  2. Click Check Accessibility.
  3. The Accessibility Checker pane will appear on the right-hand side of the screen.

How To Use:

  1. Select the Review tab on the ribbon.
  2. Select Check Accessibility 

Microsoft PowerPoint Training Videos: