How Microsoft's Accessibility Checker Can Make Your Documents, Presentations and Sheets Usable for Everyone
David Viner
What if you received an important email attachment but couldn’t read it? Imagine missing out on vital details because the document wasn’t designed with accessibility in mind. For many individuals with disabilities, this scenario is all too common. That’s where Microsoft’s Accessibility Checker comes in. This built-in tool helps ensure your documents are accessible to everyone by identifying and resolving potential issues that might make them difficult to use. Whether it’s a Word document, PowerPoint presentation, or Excel sheet, the Accessibility Checker empowers you to create content that’s inclusive for all.
What is Microsoft’s Accessibility Checker?
The Accessibility Checker is a built-in tool in Microsoft Office applications like Word, Excel, and PowerPoint that reviews documents for accessibility issues. It helps users identify and fix barriers that might prevent people with disabilities from fully accessing content. The tool scans documents and provides suggestions for improvements, allowing authors to make their files more user-friendly for people who rely on assistive technologies such as screen readers or voice recognition software.
Why is the Accessibility Checker Useful?
Promotes Inclusivity
By using the Accessibility Checker, you can ensure that your documents are accessible to all users, including those with visual, auditory, or cognitive impairments. This tool helps you design content that everyone can engage with, regardless of their abilities.
Compliance with Accessibility Standards
Many industries and organisations are required to meet accessibility standards, such as the Web Content Accessibility Guidelines (WCAG). These standards are not only good practice but may also help you avoid legal issues. The Accessibility Checker helps you adhere to these guidelines by flagging content that may not meet best practices.
Improves User Experience
Accessible content benefits everyone, not just those with disabilities. For example, properly formatted headings make it easier to navigate long documents, and alt text for images can be helpful for people with slow internet connections or limited device capabilities.
Efficiency in Identifying Issues
Instead of manually reviewing documents for accessibility, the Accessibility Checker automates the process, saving you time while ensuring that you don’t overlook any critical issues.
How to Use the Accessibility Checker
Here’s a step-by-step guide on how to use Microsoft Word’s Accessibility Checker:
Open Your Document
Start by opening your Word document that you want to check for accessibility issues.
Access the Accessibility Checker
Go to the “Review” tab in the toolbar. Click on “Check Accessibility” in the “Accessibility” group.
Review Accessibility Issues
Once you open the tool, the Accessibility Checker pane will appear on the right side of the screen. The tool will categorise issues into three types:
Errors
These are the most severe issues that make it impossible for people with disabilities to understand your content.
Warnings
These issues may cause problems for users with disabilities but are not as critical as errors.
Tips
Suggestions for improving the overall accessibility of your document.
Fix the Issues
The tool provides detailed instructions on how to resolve each issue. For example, if an image is missing alt text, the checker will guide you on how to add it. Here are some common issues the tool detects:
Missing Alt Text for Images
Alt text is crucial for screen reader users. You can add a short description of the image by right-clicking it and selecting “Edit Alt Text.”
Unclear Link Text
Instead of using generic phrases like “Click here,” make sure your hyperlinks are descriptive. The Accessibility Checker will flag links that may be confusing for users.
Improper Heading Structure
Headings should follow a logical order (H1, H2, H3, etc.) to make navigation easier for assistive technology users.
Low Contrast
The checker will notify you if the contrast between text and background is too low, making it hard to read for users with visual impairments.
Rerun the Accessibility Checker
After addressing the flagged issues, rerun the Accessibility Checker to ensure everything has been resolved.
Best Practices for Creating Accessible Documents
While the Accessibility Checker is a great tool, there are a few best practices you can follow to make your documents even more accessible:
Use Headings Properly
Always use the built-in heading styles (H1, H2, etc.) to structure your document. This makes it easier for screen reader users to navigate the content.
Add Alt Text to Images
Every image in your document should have a descriptive alt text. This helps users who cannot see the images understand the context.
Use Descriptive Link Text
Avoid generic text like “click here.” Instead, use text that describes the destination of the link, such as “View the annual report.”
Ensure Proper Colour Contrast
Make sure there is enough contrast between text and background colours. This is particularly important for users with low vision or colour blindness.
Avoid Using Tables for Layout
Tables should be used only for displaying data, not for layout purposes. Screen readers read tables in a specific way, and using them for layout can cause confusion.
Improve Accessibility with the Accessibility Checker
Microsoft’s Accessibility Checker is a powerful tool that makes it easy to create inclusive documents that can be used by everyone. Whether you’re preparing reports, presentations, or any other type of content, taking a few extra steps to ensure accessibility will benefit a wider audience and contribute to a more inclusive digital environment.
In today’s world, where inclusivity is no longer an option but a necessity, using tools like the Accessibility Checker is a simple yet effective way to help ensure your documents meet the needs of all users. By following the guidance provided by this tool, you’ll be well on your way to creating content that is both professional and accessible.
For more information on how to use this tool, check out Microsoft’s official support pages
If you want to ensure your documents are truly accessible or need more guidance on how to improve digital accessibility, don’t hesitate to reach out. Our team is always here to help. You can contact us at: info@blazie.co.uk.