Table of Contents

Creating Accessible Microsoft Files

Jason Carroll Updated by Jason Carroll

Introduction

The purpose of this article is to inform best practices for Microsoft files. 

See the Knowledge Base for information on styling the course project and Word files. 

Best Practices

  • Always open files that exist on Google Drive through Finder instead of your browser (Safari, Google, Firefox) to avoid any issues in formatting. 
  • Provide alternative text for images. Please refer to the Image Description Guidelines for more information on alt text.

Word

  • There is a basic Accessibility Checker that can be run. You can access it under Review > Check Accessibility

  • Every empty table cell needs an “Answer here…” when students need to input responses
  • All images needs to have alt text provided or have an indication to keep it as a decorative image
  • Make sure there are only single hard returns between content. (ex. Below shows what not to do)

Excel

  • Digital Echo has reminded us that even when we employ accessibility best practices outlined in this article, Excel files can still present challenges to users with accessibility needs. 
  • There is a basic/very limited Accessibility Checker that runs automatically in the background when you're creating a document. If the Accessibility Checker detects accessibility issues, you will get a reminder in the status bar. To manually launch the Accessibility Checker, select Review > Check Accessibility.
  • Add alt text to visuals so people who can’t see the screen understand what’s important in the visual content. 
    • This includes: pictures, SmartArt graphics, shapes, groups, charts, pivot charts, embedded objects, ink, and videos
    • Avoid using images that include text. If you need to use an image with text in it, repeat that text in the alt text for that image.
  • Text should start on cell A1 because a screen reader will start reading any worksheet from cell A1. It is recommended to make A1 be the title of the table.
  • Delete blank worksheets.
  • Rename worksheets so labels are clear and descriptive. 

Creating Accessible Tables

  • Keep your tables straightforward and simple. 
  • Give each table a descriptive name to replace the default names (e.g., Table 1, Table 2) given to tables by Excel.
  • Use clear table headers to provide context and make navigating easier for screen reader users. 
  • Avoid blank cells, columns and rows. Screen readers navigate using the keyboard, so a blank cell, column, or row may lead them to believe there is nothing more in the table. 
    • If you cannot avoid a blank cell, column, or row, enter text explaining that it is blank. For example, type N/A or Intentionally Blank in white. 
  • Avoid splitting or merging cells, as screen readers keep track of their location by counting table cells. 

PowerPoint

  • Best Practices: 
  • Include alternative text with all visuals.
  • Make sure slide contents can be read in the order that you intend.
  • Use sufficient contrast for text and background colors.
  • Give each slide a unique title.
  • To launch PowerPoint’s Accessibility Checker, select Review > Check Accessibility. The Accessibility pane will open which will allow you to review and fix accessibility issues. 

How did we do?

Accessible Tables

Mathpix: Accessible STEM

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