Word and PowerPoint Accessibility Evaluation Guide
Getting Started
This guide combines automated checks from the Accessibility Checker in Microsoft Office 365 with a series of manual checks to help you evaluate and repair common accessibility issues in Word and PowerPoint.
First, run the built-in Accessibility Checker. The Accessibility panel will display: Errors, Warnings, Tips, and Intelligent Services. Click on individual results to go to that issue in the document and make the necessary repairs. Then use the Manual review steps to identify any additional issues.
Note
A PDF version of this guide is also available
Headings (Word-only)
Principle | Review | Repair |
---|---|---|
Document contains Word Heading Styles (Heading 1, Heading 2, etc.) | Tip: (Document must be 3+ pages) |
Add new headings or apply the correct style to visual headings with | tab > Styles gallery.
Visual headings use Word Styles (Heading 1, Heading 2, etc.) | Manual: tab > tab ( tab in Mac). Ensure the structure in the panel matches the visual heading structure. | tab > Styles gallery. Apply the correct heading style to visual headings. |
Headings do not skip levels (e.g., Heading 1 to Heading 3). | Manual: . Check for skipped levels. | tab > Styles gallery. Change the heading style to the correct level. |
Headings are not empty | Manual: . Check for empty lines. | Delete empty headings. |
Section Names (PowerPoint-only)
Principle | Review | Repair |
---|---|---|
Section names are not generic (Untitled Section, Section 1, etc.) | Error: | section name > . Give the section a descriptive name. |
Section names should be unique | Tip: | section name > . Give the section a descriptive name. |
Section names are accurate | Manual: > . Confirm that section names are descriptive. | the Title placeholder and update the text as needed. |
Slide Titles (PowerPoint-only)
Principle | Review | Repair |
---|---|---|
Slides have titles (when appropriate) | Error: |
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Slide titles should usually be unique | Tip: | Update the Title placeholder with unique text (when appropriate). |
Slide titles are descriptive | Manual: > . Confirm that titles describe the slide | Select the Title placeholder and update the text as needed. |
Slide Reading Order (PowerPoint-only)
Principle | Review | Repair |
---|---|---|
The reading order of the contents of a slide is logical. | Warning: | tab > > . Ensure reading order is bottom to top. |
Images
Color and Contrast
Principle | Review | Repair |
---|---|---|
Document text has sufficient contrast with its background. | Warning: (Does not detect contrast in graphics or some PowerPoint content) |
> (text) or Styles gallery (headings). Increase text contrast. |
Text in PowerPoint, text in images, and other vital information in images has sufficient contrast. | Manual: Scan for content with low contrast and test with a contrast checking tool. |
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Color is not used as the only way information is presented (color reliance). | Manual: Visually review the document for color reliance. | Add an additional method that provides the same information (e.g., document structure, text, icons with alternative text). |
Tables
Principle | Review | Repair |
---|---|---|
The first row in a table contains correctly-defined column headers (when appropriate). | Error: | table > > Check checkbox |
Tables have a simple structure, avoiding merged cells or split cells when possible. | Warning: . Use the key to ensure the order of the cells in the table is logical. |
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When the first column of a table should contain headers, they are correctly identified as row headers. | Manual: Determine if the text in the cells of the first column function as row headers. |
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Avoid layout tables. Where they must be used, ensure that the content reading order matches the visual order. | Manual: Review the document for tables that do not present data. Determine if the content can be presented with an alternative method (e.g., columns). If not, use the Tab key to check the reading order. |
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Tables should not use empty columns or rows for visual formatting. | Manual: Review the document for tables with empty columns or rows. | empty column or row > > Delete entire row or Delete entire column > |
Other Principles
Principle | Review | Repair |
---|---|---|
Link text is descriptive. | Manual: Review the document for link text that is not descriptive. |
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All embedded media has equivalent captions and/or transcripts (PowerPoint only). | Warning: |
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Bulleted and numbered lists are used correctly. | Manual: Click on text that looks like a list. On the ribbon, make sure that or is highlighted. | the text and go to > Apply or . |
There are no spelling or grammar issues. | Manual: Proofread content using:
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Document has a descriptive file name. | Manual: Determine if the filename displayed in the title bar at the top of the application window describes the document. |
Update the filename as needed. |
> >
Document has a descriptive Title. | Manual: Verify that the document has a descriptive Title.
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Add text that describes the document (often the same as the Heading 1), or update the existing text as needed. |