Microsoft Word accessibility
Word documents are among the most common files shared at the university. Following accessibility practices from the start is easier than remediating later.
1. Use built-in heading styles
Why: Screen readers use heading structure to navigate documents. Users can jump between sections and understand document organization.
How:
- Select your heading text
- Go to Home tab → Styles gallery
- Choose Heading 1 for main title, Heading 2 for major sections, Heading 3 for subsections
- Don't skip levels (e.g., don't go from Heading 1 directly to Heading 3)
Don't: Make text bold or larger to look like a heading. This is visual-only and provides no structure.
2. Add alternative text to images
Why: Screen readers cannot interpret images. Alt text describes the image content to users who cannot see it.
How:
- Right-click the image → View Alt Text (or Edit Alt Text)
- Write a concise description of what the image shows or conveys
- If the image is decorative (adds no information), check Mark as decorative
Tips for good alt text:
- Be concise: 1-2 sentences is usually sufficient
- Describe the content and function, not appearance
- For charts/graphs, describe the key data or trend
- Don't start with "Image of..." - screen readers already announce it's an image
3. Create accessible tables
Why: Screen readers read tables cell by cell. Without proper structure, data becomes meaningless.
How:
- Use Insert → Table to create tables (don't draw them)
- Select the header row → Table Design tab → check Header Row
- Right-click header row → Table Properties → Row tab → check Repeat as header row at top of each page
- Keep tables simple: avoid merged cells, nested tables, or blank cells
Don't: Use tables for layout purposes. Tables should only contain tabular data.
4. Use meaningful link text
Why: Screen reader users often navigate by links. "Click here" doesn't explain where the link goes.
How:
- Good: "View the UA accessibility policy"
- Bad: "Click here to view the policy"
- Bad: "Learn more at https://accessibility.arizona.edu/policies/web"
5. Ensure sufficient color contrast
Why: Low contrast text is difficult to read for users with low vision or color blindness.
How:
- Use dark text on light backgrounds
- Avoid light gray text or pastel colors
- Don't convey information by color alone (add text labels or patterns)
- Test with the WebAIM Contrast Checker
6. Use built-in lists
Why: Screen readers announce list items and counts, helping users understand document structure.
How:
- Use Home → Bullets or Numbering
- Don't manually type dashes or numbers
7. Set document language
Why: Screen readers use the language setting for correct pronunciation.
How:
- Select all text (Ctrl+A)
- Review tab → Language → Set Proofing Language
- Choose English (United States) or appropriate language
8. Run the Accessibility Checker
Why: Word's built-in checker catches common issues automatically.
How:
- Review tab → Check Accessibility
- Review each issue in the Accessibility pane
- Click issues to navigate to them and follow recommended actions
Microsoft PowerPoint accessibility
Presentations require additional considerations for both live delivery and shared files.
1. Use built-in slide layouts
Why: Built-in layouts have proper reading order and structure. Custom layouts may read in wrong order.
How:
- Home tab → Layout → choose appropriate layout
- Use Title Slide for first slide, Title and Content for body slides
- If you need custom layouts, create them in Slide Master with proper placeholders
2. Give every slide a unique title
Why: Screen reader users navigate by slide titles. Duplicate or missing titles make navigation impossible.
How:
- Always use the title placeholder
- If you don't want visible title, use View → Outline View to add titles that can be hidden
- Make each title unique and descriptive
3. Set reading order
Why: Screen readers read slide elements in a specific order. Default order may not match visual layout.
How:
- Home tab → Arrange → Selection Pane
- Items are read bottom to top in the Selection Pane
- Drag items to reorder them logically (title first, then content)
4. Add alt text to images, charts, and SmartArt
Why: Same as Word - visual content needs text descriptions.
How:
- Right-click the object → View Alt Text
- Write a description of what the image conveys
- For charts, describe the key data trend or conclusion
5. Use sufficient font size and contrast
Why: Presentations are often viewed at a distance or on small screens.
Recommendations:
- Title text: 36pt minimum
- Body text: 24pt minimum
- Use high contrast colors (dark on light)
- Avoid busy backgrounds that reduce readability
6. Make links meaningful
Why: Same principle as Word documents.
Additional tip: Include full URLs in speaker notes or handouts for in-person presentations, since people can't click slides.
7. Avoid auto-playing media
Why: Auto-playing content can be disorienting and interfere with screen readers.
How:
- Set videos and audio to play on click, not automatically
- Provide controls for all multimedia
- Add captions to videos (see captioning guide)
8. Create accessible animations
Why: Complex animations can be disorienting and may not convey information to screen reader users.
How:
- Use animations sparingly and purposefully
- Avoid flashing content (can trigger seizures)
- Ensure content makes sense without animations
9. Run the Accessibility Checker
- Review tab → Check Accessibility
- Address each error and warning
- Pay special attention to reading order and missing alt text
Sharing accessible documents
Sharing Word documents
- Keep as .docx: The native format preserves accessibility best
- PDF export: Use File → Export → Create PDF/XPS with "Document structure tags for accessibility" checked
- Check the PDF: Open in Adobe Acrobat and verify tags are present
Sharing PowerPoint
- Keep as .pptx: Best for accessibility and editability
- PDF export: Use File → Export → Create PDF/XPS
- Video export: Include captions if exporting to video format
- Provide notes: Share speaker notes as a separate accessible document
Quick checklist
Word documents
- ☐ Built-in heading styles used (no skipped levels)
- ☐ Alt text on all images
- ☐ Table headers defined
- ☐ Meaningful link text
- ☐ Document language set
- ☐ Accessibility Checker passed
PowerPoint presentations
- ☐ Built-in slide layouts used
- ☐ Every slide has unique title
- ☐ Reading order verified
- ☐ Alt text on all images/charts
- ☐ Font size 24pt+ for body, 36pt+ for titles
- ☐ Videos have captions
- ☐ Accessibility Checker passed