How to Check for Accessibility Issues with Microsoft 365 (Office)

This guide explains how to check and fix accessibility issues in Microsoft 365 (Word, PowerPoint, Excel) using the built-in Accessibility Checker. Open your document, go to the Review tab, and select Check Accessibility. Review errors, warnings, and tips, and fix them directly in the source file. Also, add a document title (required for PDFs) and enable document structure tags when saving as a PDF to ensure the file remains accessible to screen readers.

Ensuring your Microsoft 365 (Office) documents are accessible is an important step in creating inclusive content for all users, including those who rely on assistive technologies. Microsoft 365 provides built-in accessibility checkers in Word, PowerPoint, and Excel. This guide will walk you through how to check for and resolve accessibility issues in these applications.

Step 1: Open Your Document

Open the Word, PowerPoint, and Excel document that you want to check for accessibility.

Step 2: Launch the Accessibility Checker

Click the Review tab in the Ribbon, select the Check Accessibility button, and then click the menu item that is also labeled Check Accessibility.

Note: The Check Accessibility icon will look slightly different in Word Online.

Step 3: Review the Accessibility Checker Pane

After launching the checker, a pane will open on the right side of your screen displaying the results. Issues are grouped into three categories:

• Errors – These are serious problems that make the content difficult or impossible for people with disabilities to access (e.g., missing alt text).
• Warnings – These may cause difficulties, but don’t necessarily prevent access (e.g., unclear link text).
• Tips – Suggestions to improve accessibility or usability (e.g., simplifying table structures).

Click on any issue to jump directly to the problematic content. The checker will also provide a brief explanation of why the issue matters.

If no issues are found, you'll see a message that reads: "No accessibility issues found. People with disabilities should not have difficulty reading this document."

Step 4: Make Fixes in the Source Document

Whenever possible, fix accessibility issues directly in the original Microsoft 365 file instead of waiting to resolve them later in a PDF. This helps preserve accessibility as the document evolves or is converted into other formats. This example shows how you can add alt text (an image description) directly in the source document.

Step 5: Recheck the Document

After making changes, return to the Accessibility Checker pane and click Check Accessibility again to ensure all issues have been resolved (you will follow the exact same steps mentioned in Step 2).

Step 6: Add the Title Metadata Field

Microsoft Word's accessibility checker does not flag a missing document title, but the Title field is required for PDF accessibility. To add it:

1. Go to the File menu and select Info.
   
   
    
2. In the Properties section on the right, locate the Title field.
   
   
    
3. Type or paste in the document title, then press Enter on your keyboard to save it.

Step 7: Enable Document Structure Tags When Saving to PDF

When saving your Word document as a PDF, it is important to include accessibility tags that help screen readers and assistive technologies interpret the document's structure (such as headings, lists, and tables).

To ensure these tags are included:

1. Go to File > Save As.
   
   
    
2. Browse or choose the location where you want to save your document.
   
   
    
3. Choose PDF from the Save as type dropdown.
   
   
    
4. Click the Options button located at the bottom of the window.
   
   
    
5. In the Options window, check the box labeled "Document structure tags for accessibility".
   
   
    
6. Click OK, then proceed to save the PDF.

Note: This checkbox is not enabled by default, so it is important to select it each time you save a document as a PDF.

Without these structure tags, your exported PDF will likely fail accessibility tests and may be unusable by screen readers. This simple step helps ensure your final PDF remains as accessible as your original Word document.

Additional Best Practices

• Use descriptive link text (avoid vague phrases like "click here").
• Structure content with built-in styles and templates for consistency.
• Don’t rely on color alone to convey meaning.
• Include alt text for all meaningful non-text content. AI is a great resource for alt text generation (there are a number online sites that can assist with this).