Microsoft has built-in accessibility checkers that can help you ensure your content is readable for everyone, including those with disabilities.
Microsoft’s accessibility tools allow users to scan documents, slides, and spreadsheets to help determine if it needs improvement by labeling it as an “error,” “warning,” or “tip.”
- Error: Content that makes the document difficult or impossible to read and understand for people with disabilities.
- Warning: Content that in most 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 experience
- Intelligent Services: Content that is automatically made accessible by AI, and that you should review for accuracy and context
The accessibility tool lives in different places depending on the application you are using.
Outlook:
Users can find the accessibility checker for the Outlook desktop app in either the Message and Review tabs, or by selecting the ellipses in the right-hand corner of the screen. If you use Outlook for the web, click on the Options tab in the message ribbon, then select Check Accessibility.
When using the checker, it can:
- Show accessibility warnings while creating
- Show accessibility warnings when:
- At least one recipient prefers accessible content
- Using a dark background to compose a message.
- Composing a message to a large audience
- Composing a message to someone outside the organization
- Composing a message with high importance
If you want to check for accessibility while composing messages, users have the option to turn on the Ease of Access feature. Select File > Options > Ease of Access, and from there you can have toggle on the feature.
PowerPoint, Excel, and Word:
The accessibility checker for these applications lives in the review tab. Users will be able to locate it near the translate button on the ribbon. When toggled on, the checker will be able to show you areas that need improvement labeled “warnings” and “errors” within the accessibility pop up menu. Select the drop-down menu in the pop-up where you can find the recommended actions for the item and apply them.
Although the Accessibility Checker catches most accessibility issues, there are some issues that it may miss. Always review your work visually, in case something is missed by the tool.
To learn more about accessibility updates at UAB, visit the Digital Accessibility website. The U.S. Department of Justice has extended by one year a deadline for state and local government entities, including UAB, to make digital content accessible, but preparing for the change can be easier with tools like Microsoft’s any others linked on the UAB digital accessibility web site.