Creating Accessible Microsoft Word and PowerPoint Documents
Learn how to create accessible Microsoft Word and PowerPoint documents for assistive technologies such as screen readers. To create a fully accessible document, creators must do the following:
If you have not done so, please install Microsoft Office 365 and update to the latest edition.
To make Google documents accessible, use this resource.
Creating Accessible Microsoft Word Documents (Video Version)
Launch Microsoft Word and Open your document.
Click the Styles button to use headings to organize your document. Use them in order: Heading 1, Heading 2, Heading 3, etc. Use a Sans Serif font like Aptos, Calibri, Arial, etc. at 12-point font or larger.
Avoid raw links and instead use descriptive hyperlinks by clicking the Insert tab, then Link. Example: “Visit the Office of Accessibility” instead of “Click here” or “www.geneseo.edu/accessibility-office”)
Click on the Review tab at the top of your document. Click Check Accessibility to scan for accessibility issues.
An Accessibility Assistant window will appear on the right side of your screen identifying issues like missing headings, alt text, and color contrast, along with how to fix it.
Once you have resolved all accessibility issues in the Accessibility Assistant and done a manual check of your document, share your document as a Word document.
Note: Sharing as PDF is generally not recommended, but if you need to convert to PDF, click Save As > PDF. Do not create a PDF from the Print window. This reduces the document’s accessibility.
Creating Accessible Microsoft PowerPoint Documents (Video Version)
Launch Microsoft PowerPoint and open an existing PowerPoint or create a new one.
If you are creating a new PowerPoint, choose a simple theme like Blank Presentation. When creating new slides, use the built-in slide layouts for new slides.
Click on the Review tab at the top of your document. Click Check Accessibility.
An Accessibility Assistant window will appear on the right side of your screen identifying issues like missing or duplicate slide titles, reading order, or missing alt text, along with how to fix it.
Once you have resolved all accessibility issues in the Accessibility Assistant and done a manual check of your document, share your document as a PowerPoint document.