Microsoft Office applications, including Word, PowerPoint, and Excel, have become integral tools in the professional setting in order to collaborate on documents. Ensuring accessibility within these applications is important wince these are common document types. In this article, we will explore key features and practices for enhancing accessibility in Microsoft Word, PowerPoint, and Excel.

Document accessibility is built off of the Accessibility Basics that we have already learned.

Microsoft Word Accessibility:

• Use of Styles and Headings: In Microsoft Word, proper document structure is crucial for accessibility. Utilize styles and headings to create a logical hierarchy, aiding assistive technology users in navigating through your content by using the style and header options that are already built into Microsoft Word. This not only improves the reading experience for assistive technology users but also facilitates easy navigation for all.
• Alternative Text for Images, Graphs, and Charts: Including descriptive alternative text for images is essential for users with visual impairments. In Word, right-click on an image, choose "Format Picture," and enter a concise and meaningful description in the alternative text field. This ensures that the content is accessible to everyone, regardless of their ability to view images.  For more information on Alt-text for images check out our Alt-Text Accessibility Tip.
• Document Accessibility Checker: Microsoft Word features an accessibility checker that scans your document and provides suggestions to enhance accessibility. Use this tool to identify and address issues related to font styles, document structure, and other elements that may impact accessibility.
• Color Contrast: When creating headers, highlighting text, or creating elements in a word document make sure you that you have the proper color contrast.  When possible, add patterns to elements like graphs and charts.

Microsoft PowerPoint Accessibility:

• Structured Slide Layouts: When creating presentations in PowerPoint, choose structured slide layouts to maintain a clear and logical flow. Each slide should have a distinct purpose, and content should be organized consistently. Screen readers can better interpret and convey information when slides adhere to a structured layout.  This means that each slide should have a title associated with each slide, and that the slide title is unique. 
• Readable Fonts and Font Sizes: Opt for readable fonts and appropriate font sizes to ensure that the content is accessible to users with visual impairments. Aim for a minimum font size of 26 points for body text and 30 points or larger for headings. Clarity and legibility should be prioritized in all presentation materials.
• Accessible Hyperlinks and Multimedia: Include accessible hyperlinks with descriptive text and ensure that multimedia elements like audio and video have accurate captions and transcripts. PowerPoint offers features for adding closed captions and subtitles to make presentations more inclusive.
•  Color Contrast: When creating slides and slide elements make sure you that you have the proper color contrast.  When possible, add patterns to elements like graphs and charts.
• Animation and Transitions: Animations and transitions are standard in PowerPoint presentations.  When we have transitions and animations, we want make sure that we do not make them too fast so that it causes the content to flash.  Flashing content and content that moves too much can cause some users to become physically sick. 
• Reading Order: Slides need to be checked to ensure that the reading order is correct for assistive technology users.  The reading order should match the flow of the slide from top to bottom left to right.  It is important to note that Microsoft PowerPoint’s reading order is in reverse order.  The first item the assistive technology user encounters should be the last item in the list and so on. 

Microsoft Excel Accessibility:

• Use of Headers and Cell Descriptions: In Excel, incorporate headers for columns and rows to provide context to users navigating through data. Additionally, use cell comments or descriptions to add supplementary information that may assist users with cognitive disabilities in understanding complex data sets.
• Data Validation and Error Alerts: Employ data validation rules and error alerts to prevent and address data entry errors. This helps users, including those with cognitive disabilities, input accurate information and understand any errors that may occur.
• Screen Reader Compatibility: Ensure that Excel spreadsheets are compatible with screen readers. Descriptive sheet names, clear cell labeling, and logical reading order contribute to an enhanced experience for users relying on assistive technologies.
• Color Contrast: When using color make sure you that you have the proper color contrast.  When possible, add patterns to elements like graphs and charts that are created so that color is not the only way a user can determine what something is.
• Named Cell Range: Like headers in PowerPoint and word creating named cell ranges can help users quickly find and process information.  This also helps all users be able to navigate the file quickly.  When creating named ranges, they should match as closely as possible to any header or title associated with the content.  All named ranges can be seen by using the key command of control uppercase G.

Accessibility Checker

All Microsoft Office products are equipped with the Accessibility checker that is located under the review tab of the Microsoft Office Ribbon.  This checker will help catch barriers that we might not see such as color contrast, font size, font spacing, missing alt-text, and reading order.  Before you share a file always remember to run this checker so that your document can be as accessible as possible.

Conclusion

By incorporating these accessibility features and practices into Microsoft Word, PowerPoint, and Excel, users can create content that is more accessible and user-friendly for all of our users.