Accessible Microsoft Office

Start with shared practices

Use accessible templates, meaningful structure, readable contrast, descriptive links, and useful alternatives. Run the application’s accessibility checker, then verify what it cannot judge. Menus and features vary by version, platform, and subscription.

Official guidance: Microsoft accessible Office documents

Microsoft Word

• Apply built-in heading styles in a logical hierarchy rather than manually enlarging headings.
• Use actual list formatting and descriptive hyperlinks.
• Keep data tables simple and identify header rows. Avoid using tables to position page content.
• Use predictable image placement and describe meaningful images.
• Set language correctly and keep important information in the main document flow.
• Use accessible form controls and test the process of completing the document.
• Export with structure enabled, then inspect the resulting PDF.

Example: For a policy document, use a title, heading styles for major topics, a linked table of contents, short paragraphs, and a simple table for dates and responsibilities.

Microsoft PowerPoint

• Choose structured slide layouts and give each slide a meaningful title.
• Review the reading order of objects; visual position alone is not sufficient.
• Describe informative images and charts, and offer underlying data when useful.
• Use readable text, strong contrast, and restrained animations.
• Caption embedded video and describe meaningful visuals.
• Provide accessible slides or supporting materials before a presentation.
• Review exported PDFs and handouts separately.

During delivery: explain charts aloud, identify what you point to, and avoid instructions such as “read the red box” without further description.

Microsoft Excel

• Give worksheets and tables descriptive names.
• Use a clear table structure with meaningful column and row labels.
• Avoid merged cells in data regions and unexplained blank rows or columns.
• State units, input instructions, and the meaning of calculations clearly.
• Provide text labels in addition to color-based status.
• Describe charts and keep underlying data available.
• Test filters, validation messages, input cells, and protected-sheet navigation.

Example: Replace a red-filled overdue cell with a labeled “Overdue” status column. Keep the visual cue as a supplement.

Microsoft Outlook

Check the message body, signature, calendar invitation, and attachments. Use headings for longer messages, real text for essential information, and meaningful links. Review templates in the clients your audience uses.

Read the complete email accessibility guide.

OneNote and related tools

Use descriptive page titles, headings, and a clear notebook structure. Provide alternatives for images and avoid relying on screenshots of text. Check tables and exported versions.

For Forms, Teams, and SharePoint, examine both the platform and the content you publish: question labels, instructions, captions, linked documents, and the complete participant experience.

A repeatable document check

• Start from an accessible template.
• Use real headings, lists, labels, and tables.
• Review the built-in checker’s findings.
• Inspect reading order and meaning manually.
• Test representative reading and input tasks.
• Recheck the exported or shared version.

Official guidance: Accessible electronic documents