# data[].attributes.attachment_link.readable_text
Learn how to create accessible Microsoft Word documents that conform to the Revised 508 Standards.

Microsoft Word

Guidance developed by the Accessible Electronic Documents Community of Practice (AED COP).

Microsoft Word 2016

Microsoft Word 2013

Microsoft Word 2010

Training Videos

Tips

Save documents as .docx format to preserve accessibility features. Other formats that can be produced by Microsoft Word (RTF, DOC, TXT, and ODF) may not be accessible.

Develop reusable accessible design templates to reduce the level of effort to create accessible electronic content.
Follow responsive design principles that support accessibility on different types of devices.

Advocate for using authoring tools and document converters that enable users to easily create accessible documents. Where possible, upgrade existing tools (e.g., Microsoft Office or Adobe Acrobat) enterprise-wide to the latest version. Benefits include:

Authoring and evaluation features that make it easier to create accessible documents;

Conformance to requirements for software-authoring tools requirement in the Revised 508 standards.

Agency-Developed Guidance

The resources in this section were developed by federal agencies, and shared here for your convenience. Note, much of this guidance predates the Revised 508 Standards.

Related Resources

Reviewed/Updated: June 2019

# data[].attributes.attachment_link.description
Learn how to create accessible Microsoft Word documents that conform to the Revised 508 Standards. Guidance developed by the Accessible Electronic Documents Community of Practice (AED COP). Save documents as .docx format to preserve accessibility features. Other formats that can be produced by Microsoft Word (RTF, DOC, TXT, and ODF) may not be accessible.

# data[].attributes.attachment_link.readable_text
Acrobat tools make it easy to create accessible PDFs and check the accessibility of existing PDFs. You can create PDFs to meet common accessibility standards, such as Web Content Accessibility Guidelines (WCAG) 2.0 and PDF/UA (Universal Access, or ISO 14289). The simple, guided workflow lets you do the following:

Make PDFs accessible : A predefined action automates many tasks, checks accessibility, and provides instructions for items that require manual fixes. Quickly find and fix problem areas.

Check accessibility : The Full Check tool verifies whether the document conforms to accessibility standards, such as PDF/UA and WCAG 2.0.

Report accessibility status : The Accessibility Report summarizes the findings of the accessibility check. It contains links to tools and documentation that assist in fixing problems.

The Make Accessible action walks you through the steps required to make a PDF accessible. It prompts to address accessibility issues, such as a missing document description or title. It looks for common elements that need further action, such as scanned text, form fields, tables, and images. You can run this action on all PDFs except dynamic forms (XFA documents) or portfolios.

A good way to check the accessibility of a document is to use tools that your readers will use. Even if you do not have access to those tools, Adobe Acrobat provides an automated way to check the accessibility of a PDF file. The Full Check feature in Acrobat checks a PDF for many of the characteristics of accessible PDFs. You can choose which accessibility problems to look for and how you want the results reported.

Note:

In addition to Full Check, Acrobat provides other methods to check PDF accessibility:

Use Reflow view to quickly check the reading order.

Use Read Out Loud to experience the document as readers who use the text-to-speech conversion tool experience it.

Save the document as accessible text and then read the saved text file in a word-processing application. This exercise enables you to emulate the end-user experience of readers who use a braille printer to read the document.

Use the Reading Order tool, Order, Tags, and Content panels to examine the structure, reading order, and contents of a PDF.

Acrobat either fixes the item automatically, or displays a dialog box prompting you to fix the item manually.

Deselects this option in the Accessibility Checker Options dialog box for future checks of this document, and changes the item status to Skipped.

Opens the online Help where you can get more details about the accessibility issue.

Runs the checker again on all items. Choose this option after modifying one or more items.

Displays a report with links to tips on how to repair failed checks.

Opens the Accessibility Checker Options dialog box, so you can select which checks are performed.

A document author can specify that no part of an accessible PDF is to be copied, printed, extracted, commented on, or edited. This setting could interfere with a screen reader's ability to read the document, because screen readers must be able to copy or extract the document's text to convert it to speech.

This flag reports whether it's necessary to turn on the security settings that allow accessibility.

To fix the rule automatically, select Accessibility Permission Flag on the Accessibility Checker panel. Then, choose Fix from the Options menu.

Or, fix accessibility permissions manually:

If your assistive technology product is registered with Adobe as a Trusted Agent, you can read PDFs that might be inaccessible to another assistive technology product. Acrobat recognizes when a screen reader or other product is a Trusted Agent and overrides security settings that would typically limit access to the content for accessibility purposes. However, the security settings remain in effect for all other purposes, such as to prevent printing, copying, extracting, commenting, or editing text.

Reports whether the document contains non-text content that is not accessible. If the document appears to contain text, but doesn't contain fonts, it could be an image-only PDF file.

To fix this rule check automatically, select Image-only PDF on the Accessibility Checker panel, and choose Fix from the Options menu.

Or, to fix this rule check manually, use OCR to recognize text in scanned images:

If this rule check fails, the document isn't tagged to specify the correct reading order.

To fix this item automatically, select Tagged PDF on the Accessibility Checker panel, and then choose Fix from the Options menu. Acrobat automatically adds tags to the PDF.

To specify tags manually, do one of the following:

Enable tagging in the application in which the PDF was authored, and re-create the PDF.

Choose Tools > Accessibility > Autotag Document in Acrobat. The Add Tags Report appears in the navigation pane if there are any issues. The report lists potential problems by page, provides a navigational link to each problem, and provides suggestions for fixing them.

Choose Tools > Accessibility > Reading Order in Acrobat, and create the tags tree. For more information, see Reading Order tool overview.

Open the Tags panel and create the tags tree manually. To display the Tags panel, choose View > Show/Hide > Navigation Panes > Tags. For more information, see Edit document structure with the Content and Tags panel.

Verify this rule check manually. Make sure that the reading order displayed in the Tags panel coincides with the logical reading order of the document.

Setting the document language in a PDF enables some screen readers to switch to the appropriate language. This check determines whether the primary text language for the PDF is specified. If the check fails, set the language.

To set the language automatically, select Primary Language in the Accessibility Checker tab, and then choose Fix from the Options menu. Choose a language in the Set Reading Language dialog box, and then click OK.

To set the language manually, do one of the following:

Choose File > Properties > Advanced and then select a language from the drop-down list in the Reading Options section. (If the language doesn't appear in the drop-down list, you can enter the ISO 639 code for the language in the Language field.) This setting applies the primary language for the entire PDF.

Set the language for all text in a subtree of the tags tree. Open the Tags panel. Expand the Tags root and select an element. Then choose Properties from the Options menu. Choose a language from the Language drop-down list. (To display the Tags panel, choose View > Show/Hide > Navigation Panes > Tags.)

Set the language for a block of text by selecting the text element or container element in the Content panel. Then, right-click (Windows) or Ctrl-click (Mac OS) the text and choose Properties from the context menu and choose a language from the Language drop-down list. (To display the Content panel, choose View > Show/Hide > Navigation Panes > Content.)

Reports whether there is a title in the Acrobat application title bar.

To fix the title automatically, select Title in the Accessibility Checker tab, and choose Fix from the Options menu. Enter the document title in the Description dialog box (deselect Leave As Is, if necessary).

Or, fix the title manually:

This check fails when the document has 21 or more pages, but doesn't have bookmarks that parallel the document structure.

To add bookmarks to the document, select Bookmarks on the Accessibility Checker panel, and choose Fix from the Options menu. In the Structure Elements dialog box, select the elements that you want to use as bookmarks, and click OK. (You can also access the Structure Elements dialog box by clicking the Options menu on the Bookmark tab and selecting the New Bookmarks From Structure command.)

When this check fails, it's possible that the document contains content that isn't accessible to people who are color-blind.

To fix this issue, make sure that the document's content adheres to the guidelines outlined in WCAG section 1.4.3. Or, include a recommendation that the PDF viewer use high-contrast colors:

This check reports whether all content in the document is tagged. Make sure that all content in the document is either included in the Tags tree, or marked as an artifact.

Do one of the following to fix this rule check:

Open the Content panel and right-click (Windows) or Ctrl-click (Mac OS) the content that you want to mark as an artifact. Then, select Create Artifact from the context menu. (To display the Content tab, choose View > Show/Hide > Navigation Panes > Content.)

Tag the content by choosing Tools > Accessibility > Reading Order. Select the content, and then apply tags as necessary.

Assign tags using the Tags panel. Right-click (Windows) or Ctrl-click (Mac OS) the element in the Tags tree, and choose Create Tag From Selection. Items such as comments, links, and annotations don't always appear in the Tags tree. To find these items, choose Find from the Options menu. (To display the Tags panel, choose View > Show/Hide > Navigation Panes > Tags.)

This rule checks whether all annotations are tagged. Make sure that annotations such as comments and editorial marks (such as insert and highlight) are either included in the Tags tree or marked as artifacts.

Open the Content panel, and right-click (Windows) or Ctrl-click (Mac OS) the content that you want to mark as an artifact. Then, select Create Artifact from the context menu. (To display the Content panel, choose View > Show/Hide > Navigation Panes > Content.)

Tag the content by choosing Tools > Accessibility > Reading Order. Select the content, and then apply tags as necessary.

Assign tags using the Tags panel. (To display the Tags panel, choose View > Show/Hide > Navigation Panes > Tags.)

To have Acrobat assign tags automatically to annotations as they're created, choose Tag Annotations from the Options menu on the Tags panel.

Because tabs are often used to navigate a PDF, it's necessary that the tab order parallels the document structure.

To fix the tab order automatically, select Tab Order on the Accessibility Checker panel, and choose Fix from the Options menu.

To manually fix the tab order for links, form fields, comments, and other annotations:

Specifying the encoding helps PDF viewers' present users with readable text. However, some character-encoding issues aren't repairable within Acrobat.

To ensure proper encoding, do the following:

Verify that the necessary fonts are installed on your system.

Use a different font (preferably OpenType) in the original document, and then re-create the PDF.

Re-create the PDF file with a newer version of Acrobat Distiller.

Use the latest Adobe Postscript driver to create the PostScript file, and then re-create the PDF.

Note:

The WCAG doesn't address Unicode character mapping.

This rule checks whether all multimedia objects are tagged. Make sure that content is either included in the Tags tree or marked as an artifact.

Open the Content panel and right-click (Windows) or Ctrl-click (Mac OS) the content that you want to mark as an artifact. Then, select Create Artifact from the context menu. (To display the Content panel, choose View > Show/Hide > Navigation Panes > Content.)

Tag the content by choosing Tools > Accessibility > Reading Order. Select the content, and then apply tags as necessary.

Assign tags using the Tags panel. Right-click (Windows) or Ctrl-click (Mac OS) the element in the Tags tree, and choose Create Tag From Selection. (To display the Tags panel, choose View > Show/Hide > Navigation Panes > Tags.)

Elements that make the screen flicker, such as animations and scripts, can cause seizures in individuals who have photosensitive epilepsy. These elements can also be difficult to see when the screen is magnified.

If the Screen Flicker rule fails, manually remove or modify the script or content that causes screen flicker.

Content cannot be script-dependent unless both content and functionality are accessible to assistive technologies. Make sure that scripting doesn't interfere with keyboard navigation or prevent the use of any input device.

Check the scripts manually. Remove or modify any script or content that compromises accessibility.

This rule check applies to documents that contain forms with JavaScript. If the rule check fails, make sure that the page does not require timed responses. Edit or remove scripts that impose timely user response so that users have enough time to read and use the content.

For URLs to be accessible to screen readers, they must be active links that are correctly tagged in the PDF. (The best way to create accessible links is with the Create Link command, which adds all three links that screen readers require to recognize a link.) Make sure that navigation links are not repetitive and that there is a way for users to skip over repetitive links.

If this rule check fails, check navigation links manually and verify that the content does not have too many identical links. Also, provide a way for users to skip over items that appear multiple times. For example, if the same links appear on each page of the document, also include a "Skip navigation" link.

In an accessible PDF, all form fields are tagged and are a part of the document structure. In addition, you can use the tool tip form filed property to provide the user with information or to provide instructions.

To tag form fields, choose Tools > Accessibility > Autotag Form Fields.

For accessibility, all form fields need a text description (tool tip).

To add a text description to a form field:

1. Select one of the Form tools, and then right-click (Windows) or Ctrl-click (Mac OS) the form field.

2. Choose Properties from the context menu.

3. Click the General properties tab.

4. Enter a description of the form field in the Tooltip field.

Make sure that images in the document either have alternate text or are marked as artifacts.

If this rule check fails, do one of the following:

Select Figures Alternate Text in the Accessibility Checker panel, and choose Fix from the Options menu. Add alternate text as prompted in the Set Alternate Text dialog box.

Use the Tags panel to add alternate text for images in the PDF.

Open the Content panel and right-click (Windows) or Ctrl-click (Mac OS) the content that you want to mark as an artifact. Then, select Create Artifact from the context menu. (To display the Content panel, choose View > Show/Hide > Navigation Panes > Content.)

Screen readers don't read the alternate text for nested elements. Therefore, don't apply alternate text to nested elements.

To remove alternate text from nested elements, do the following:

1. Choose View > Show/Hide > Navigation Panes > Tags.

2. Right-click (Windows) or Ctrl-click (Mac OS) a nested element in the Tags panel and choose Properties from the context menu.

3. Remove both the Alternate Text and the text to which it's applied from the Object Properties dialog box, and then click Close.

Make sure that alternate text is always an alternate representation for content on the page. If an element has alternate text, but does not contain any page content, there is no way to determine which page it is on. If the Screen Reader Option in the Reading preferences is not set to read the entire document, then screen readers never read the alternate text.

1. Right-click (Windows) or Ctrl-click (Mac OS) an item to check.

2. Open it in the Tags panel. (To display the Tags panel, choose View > Show/Hide > Navigation Panes > Tags.)

3. Remove the Alternate Text from the Tags panel for any nested item that has no page content.

Alternate text can't hide an annotation. If an annotation is nested under a parent element with alternate text, then screen readers don't see it.

To remove alternate text from nested elements:

1. Choose View > Show/Hide > Navigation Panes > Tags.

2. Right-click (Windows) or Ctrl-click (Mac OS) a nested element in the Tags panel and choose Properties from the context menu.

3. Remove the alternate text from the Object Properties dialog box, and then click OK.

This report checks for content, other than figures, that requires alternate text (such as multimedia, annotation, or 3D model). Make sure that alternate text is always an alternate representation for content on the page. If an element has alternate text but does not contain any page content, there is no way to determine which page it is on. If the Screen Reader Options in the Reading preferences is not set to read the entire document, then screen readers don't read the alternate text.

1. Choose View > Show/Hide > Navigation Panes > Tags.

2. Right-click (Windows) or Ctrl-click (Mac OS) a nested element in the Tags panel and choose Properties from the context menu.

3. Remove the alternate text from the Object Properties dialog box, and then click OK.

Because table structure can be complex, it is best practice to check them for accessibility manually.

This rule checks whether each TR in a table is a child of Table, THead, TBody, or TFoot.

See Correct table tags with the Tags panel.

In a proper table structure, TH and TD are children of TR.

See Correct table tags with the Tags panel.

For accessibility, it's necessary that all tables in the PDF have a header.

See Correct table tags with the Tags panel.

To be accessible, tables must contain the same number of columns in each row, and rows in each column.

See Correct table tags with the Tags panel.

Table summaries are optional, but can improve accessibility.

1. Choose Tools > Accessibility > Reading Order.

2. Select the table by drawing a rectangle around it.

3. In the Reading Order dialog box, click Table.

4. Right-click (Windows) or Ctrl-click (Mac OS) Table.

5. Click Edit Table Summary.

6. Enter a summary and click OK.

The check reports whether each List Item (LI) is a child of List (L). When this rule check fails, the structure of this list is incorrect. Lists must have the following structure: A List element must contain List Item Elements. And, List Item Elements can only contain Label Elements and List Item Body Elements.

To fix the list structure:

1. Find the list in the Accessibility Checker panel by right-clicking (Windows) or Ctrl-clicking (Mac OS) the failed element and choosing Show In Tags Panel.

2. Create elements, change the types of elements, or rearrange existing elements by dragging them.

Lists must have the following structure: A List element must contain List Item Elements. And, List Item Elements can only contain Label Elements and List Item Body Elements. When this rule check fails, the structure of this list is incorrect.

To fix the list structure:

1. Find the list in the Accessibility Checker panel by right-clicking (Windows) or Ctrl-clicking (Mac OS) the failed element and choosing Show In Tags Panel.

2. Create elements, change the types of elements, or rearrange existing elements by dragging them.

This rule checks nested headings. When this check fails, headings are not nested properly.

To fix the list structure:

1. Find the list in the Accessibility Checker panel by right-clicking (Windows) or Ctrl-clicking (Mac OS) the failed element and choosing Show in Tags Panel.

2. Create elements, change the types of elements, or rearrange existing elements by dragging them.

# data[].attributes.attachment_link.title
Create and verify PDF accessibility, Acrobat Pro

# data[].attributes.attachment_link.description
Acrobat tools make it easy to create accessible PDFs and check the accessibility of existing PDFs. You can create PDFs to meet common accessibility standards, such as Web Content Accessibility Guidelines (WCAG) 2.0 and PDF/UA (Universal Access, or ISO 14289).

# data[].attributes.attachment_link.description
Expanding the potential of the web for people with disabilities by empowering individuals and organizations to create accessible content.

# data[].attributes.attachment_link.description
Introduces the Web Content Accessibility Guidelines (WCAG) international standard, including WCAG 2.0, WCAG 2.1, and WCAG 2.2. WCAG documents explain how to make web content more accessible to people with disabilities.

# data[].attributes.attachment_link.readable_text
Our products are designed and developed in accordance with the internationally recognized Web Content Accessibility (WCAG) Guidelines 2.0 Level AA as well as the Section 508 standards in the United States. A third party conducts regular audits of our software to ensure quality expectations are met and maintained.

Use the links below to access VPAT documentation and more, including helpful details about using each product with your assistive technology.

# data[].attributes.attachment_link.title
Blackboard's Commitment to Accessibility | Blackboard.com

# data[].attributes.attachment_link.description
Our products are designed and developed in accordance with the internationally recognized Web Content Accessibility (WCAG) Guidelines 2.0 Level AA as well as the Section 508 standards in the United States. A third party conducts regular audits of our software to ensure quality expectations are met and maintained.

# data[].attributes.attachment_link.readable_text
Windows: Best practices for making Word documents accessible

The following table includes key best practices for creating Word documents that are accessible to people with disabilities.

What to fix

How to find it

Why fix it

How to fix it

Include alternative text with all visuals.

Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

To find missing alternative text, use the Accessibility Checker.

Alt text helps people who can't see the screen to understand what's important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

Add meaningful hyperlink text and ScreenTips.

To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan your document.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Tip: You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.

Add hyperlink text and ScreenTips

Use sufficient contrast for text and background colors.

To find insufficient color contrast, use the Accessibility Checker.

You can also look for text in your document that's hard to read or to distinguish from the background.

If your document has a high level of contrast between text and background, more people can see and use the content.

Use accessible text color

Use built-in headings and styles.

To find headings that are not in a logical order, use the Accessibility Checker.

To preserve tab order and to make it easier for screen readers to read your documents, use a logical heading order and the built-in formatting tools in Word.

For example, organize headings in the prescribed logical order. Use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2. And, organize the information in your documents into small chunks. Ideally, each heading would include only a few paragraphs.

Use a simple table structure, and specify column header information.

To ensure that tables don't contain split cells, merged cells, nested tables, or completely blank rows or columns, use the Accessibility Checker.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can't provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Use table headers

Add alt text to visuals in Office 365

The following procedures describe how to add alt text to visuals in your Word documents in Office 365:

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn't be longer than a short sentence or two-most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to images

Add alt text to images, such as pictures, screenshots, icons, videos, and 3D models, so that screen readers can read the text to describe the image to users who can't see the image.

1. The Alt Text pane opens on the right side of the document body.

2. Type 1-2 sentences to describe the image and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Tip: You can also select Generate a description for me to have Microsoft's cloud-powered intelligent services create a description for you. This takes a moment, after which you see the result in the text entry field. Remember to delete any comments Word added there, for example, "Description generated with high confidence."

Add alt text to visuals in Office 2019

The following procedures describe how to add alt text to visuals in your Word documents in Office 2019:

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn't be longer than a short sentence or two-most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to images

Add alt text to images, such as pictures, screenshots, icons, videos, and 3D models, so that screen readers can read the text to describe the image to users who can't see the image.

1. The Alt Text pane opens on the right side of the document body.

2. Type 1-2 sentences to describe the image and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Tip: You can also select Generate a description for me to have Microsoft's cloud-powered intelligent services create a description for you. This takes a moment, after which you see the result in the text entry field. Remember to delete any comments Word added there, for example, "Description generated with high confidence."

Add alt text to visuals in Office 2016

The following procedures describe how to add alt text to visuals in your Word documents in Office 2016:

Note: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience with most major screen readers including Narrator. For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to SmartArt graphics

Add alt text to shapes

Add alt text to shapes, including shapes within a SmartArt graphic.

Add alt text to charts

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your Word documents accessible.

Apply built-in heading styles

Select the heading text.

Use accessible text color

Here are some ideas to consider:

Use the Accessibility Checker, to analyze the document and find insufficient color contrast. The tool now checks the documents for text color against page color, table cell backgrounds, highlight, textbox fill color, paragraph shading, shape and SmartArt fills, headers and footers, and links.

Use the Colour Contrast Analyzer, a free app that analyzes colors and contrast, and displays results almost immediately.

Use text spacing

Increase or decrease white space between sentences and paragraphs.

1. Select your text.

2. In the Paragraph group, in the lower-right corner of the group, select the More button.
The Paragraph dialog box opens, showing the Indents and Spacing tab.

Use table headers

1. Position the cursor anywhere in a table.

2. Type column headings.

Mac: Best practices for making Word documents accessible

The following table includes key best practices for creating Word documents that are accessible to people with disabilities.

What to fix

How to find it

Why fix it

How to fix it

Include alternative text with all visuals.

Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

To find missing alternative text, use the Accessibility Checker.

Alt text helps people who can't see the screen to understand what's important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

Add alt text to visuals in Office 365

Add alt text to visuals in Office 2016

Add meaningful hyperlink text and ScreenTips.

To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan your document.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Tip: You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.

Add hyperlink text and ScreenTips

Use sufficient contrast for text and background colors.

To find insufficient color contrast, use the Accessibility Checker.

You can also look for text in your document that's hard to read or to distinguish from the background.

If your document has a high level of contrast between text and background, more people can see and use the content.

Use accessible text color

Use built-in headings and styles.

To find headings that are not in a logical order, use the Accessibility Checker.

To preserve tab order and to make it easier for screen readers to read your documents, use a logical heading order and the built-in formatting tools in Word.

For example, organize headings in the prescribed logical order. Use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2. And organize the information in your documents into small chunks. Ideally, each heading is followed by only a few paragraphs.

Use a simple table structure, and specify column header information.

To ensure that tables don't contain split cells, merged cells, nested tables, or completely blank rows or columns, use the Accessibility Checker.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can't provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Use table headers

Add alt text to visuals in Office 365

The following procedures describe how to add alt text to visuals in your Word documents in Office 365:

Notes:

For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

To enable right-click on your Mac, make sure that the Secondary click option is selected in System Preferences.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn't be longer than a short sentence or two-most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to images

Add alt text to images, such as pictures, screenshots, icons, videos, and 3D models, so that screen readers can read the description to users who can't see the image.

1. The Alt Text pane opens on the right side of the document body.

2. Type 1 - 2 sentences to describe the image content and context.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to shapes or SmartArt graphics

1. The Alt Text pane opens on the right side of the document body.

2. Type 1-2 sentences to describe the contents and the context of the shape or SmartArt graphic.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to charts

1. Tip: To open the correct menu, right-click in Chart Area, that is, somewhere inside the frame that surrounds the entire chart, not inside one of its parts.

2. Type 1-2 sentences to describe the contents and the context of the chart.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to visuals in Office 2016

The following procedures describe how to add alt text to visuals in your Word documents.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can't see the image.

Add alt text to SmartArt graphics

Add alt text to shapes

Add alt text to shapes, including shapes within a SmartArt graphic.

Add alt text to charts

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your Word documents accessible.

Add hyperlink text and ScreenTips

1. Select the text to which you want to add the hyperlink, and then right-click.

2. Select Hyperlink.

The text you selected displays in the Text to Display box. This is the hyperlink text.

3. If necessary, change the hyperlink text.

4. Select the ScreenTip button and, in the ScreenTip text box, type a ScreenTip.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what's on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Apply built-in heading styles

Select the heading text.

Use ordered lists

1. Position the cursor anywhere in your document.

2. Type the sequential steps.

Use accessible text color

Here are some ideas to consider:

Use the Accessibility Checker, to analyze the document and find insufficient color contrast. The tool now checks the documents for text color against page color, table cell backgrounds, highlight, textbox fill color, paragraph shading, shape and SmartArt fills, headers and footers, and links.

Use the Colour Contrast Analyzer, a free app that analyzes colors and contrast, and displays results almost immediately.

Use text spacing

Increase or decrease white space between sentences and paragraphs.

1. Select your text.

2. Select Line and Paragraph Spacing > Line Spacing Options.
The Paragraph dialog opens, showing the Indents and Spacing tab.

Use table headers

1. Position the cursor anywhere in a table.

2. Type column headings.

iOS: Best practices for making Word documents accessible

The following table includes key best practices for creating Word documents that are accessible to people with disabilities.

What to fix

Why fix it

How to fix it

Add meaningful hyperlink text.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Add hyperlink text

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your Word documents accessible.

Apply built-in heading styles

Select the text.

To open the Home tab, at the bottom of the screen, at the end of the toolbar, tap the More icon.

On the Styles command, tap the right arrow.

Tap a heading style, such as Heading 1.

Use accessible text color

Here are some ideas to consider:

Use text spacing

Increase or decrease white space between sentences and paragraphs:

Android: Best practices for making Word documents accessible

The following table includes key best practices for creating Word documents that are accessible to people with disabilities.

What to fix

Why fix it

How to fix it

Include alternative text with all visuals and tables.

Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

Alt text helps people who can't see the screen to understand what's important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

Add meaningful hyperlink text.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Add hyperlink text

Use sufficient contrast for text and background colors.

If your document has a high level of contrast between text and background, more people can see and use the content.

Add alt text to visuals and tables

The following procedures describe how to add alt text to visuals and tables in your Word documents.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images such as pictures and screenshots so that screen readers can read the text to describe the image to users who can't see the image

Select an image.

Add alt text to shapes

Add alt text to shapes including shapes within a SmartArt graphic.

Select a shape.

Add alt text to tables

Tap anywhere within a table.

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your Word documents accessible.

Apply built-in heading styles

Select the text.

To open the Home tab, at the bottom of the screen, at the end of the toolbar, tap the up arrow.

On the Styles command, tap the right arrow.

Tap a heading style, such as Heading 1.

Use bulleted lists

1. Position the cursor anywhere in your document.

2. Tap the bullet option you want.

3. Type each bullet item in the bulleted list.

Use ordered lists

1. Position the cursor anywhere in your document.

2. Tap the numbering option you want.

3. Type the sequential steps..

Use accessible text color

Here are some ideas to consider:

Use text spacing

Increase or decrease white space between sentences and paragraphs.

1. Select your text.

2. Tap the spacing option you want.

Use table headers

1. Position the cursor anywhere in a table.

2. To select the Header Row option, tap it.

Tip: When the option is selected, it's gray.

3. In your table, type column headings.

Windows for mobile devices: Best practices for making Word documents accessible

The following table includes key best practices for creating Word documents that are accessible to people with disabilities.

What to fix

Why fix it

How to fix it

Use a larger font size (18pt or larger), sans-serif fonts, and sufficient white space.

People with dyslexia can perceive to experience movement of the words on a page, or text running together (a line of text compressing into the line below). The text can also merge or distort otherwise.

To reduce the reading load, you can, for example:

Use familiar sans-serif fonts, such as Arial or Calibri.

Avoid the use of all capital letters and excessive use of italics or underlines.

Include sufficient white space between lines and paragraphs.

Left-align your paragraphs instead of using justification. This helps to avoid large gaps between words. Large gaps can create a visual effect of a river of white space flowing through the paragraph.

Use accessible text format

Use appropriate text spacing

Add alt text to visuals and tables

The following procedures describe how to add alt text to visuals and tables in your Word documents.

Note: For audio and video content, in addition to alt text, you should include closed captioning for people who are deaf or have limited hearing.

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your Word documents more accessible.

Use accessible text format

To improve your text formatting, select a plain sans-serif font, use a larger font size, align your text to the left, and avoid excessive use of block capitals and italics.

Select the piece of text you want to format.

Use accessible text color

To ensure that text displays well in the high contrast mode, use the Automatic setting for font colors.

Apply built-in heading styles

Use the built-in heading styles to form an outline of the document for the screen readers. The screen readers don't interpret a piece of text with large and bold font to be a heading unless the built-in styles are applied.

Use appropriate text spacing

Increase or decrease the white space between sentences and paragraphs to improve readability.

See also

Office Online: Best practices for making Word Online documents accessible

The following table includes key best practices for creating Word Online documents that are accessible to people with disabilities.

What to fix

How to find it

Why fix it

How to fix it

Include alternative text with images and tables.

Use the Accessibility Checker in Word Online to find missing alternative text.

Alt text helps people who can't see the screen to understand what's important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

Add alt text to images

Add alt text to tables

Add meaningful hyperlink text.

To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan your document.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Add hyperlink text

Use built-in headings and styles.

To find headings not using built-in styles, visually scan your document for text formatted to look like a heading. Select this text, and then look in the Home tab of the ribbon to check if a heading style has been used.

To preserve tab order and to make it easier for screen readers to read your documents, use a logical heading order and the built-in formatting tools in Word Online.

For example, organize headings in the prescribed logical order. Use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2. And, organize the information in your documents into small chunks. Ideally, each heading would include only a few paragraphs.

Use a simple table structure, and specify column header information.

Use the Accessibility Checker in Word Online to ensure that tables don't contain split cells, merged cells, nested tables, or completely blank rows or columns.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can't provide helpful information about the table after that point. Blank rows and columns in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Use table headers

Add alt text to images and tables

The following procedures describe how to add alt text to images and tables in your Word Online documents.

Note: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience with most major screen readers including Narrator. For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can't see the image.

Add alt text to tables

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your Word Online documents accessible.

Add hyperlink text

1. Select the text to which you want to add the hyperlink, and then right-click.

2. Select Link.
The text you selected displays in the Display text box. This is the hyperlink text.

3. If necessary, change the hyperlink text.

4. In the Address box, enter the destination address for the hyperlink.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what's on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Use accessible text color

Here are some ideas to consider:

Apply built-in heading styles

Select the heading text.

Use text spacing

Increase or decrease white space between sentences and paragraphs.

1. Select your text.

2. In the Paragraph group, in the lower-right corner of the group, select the More button.
The Paragraph dialog box opens, showing the Indentation and Spacing options.

Use table headers

1. Position the cursor anywhere in a table.

2. Type column headings.

Use the Accessibility Checker in Word Online

1. Review the results in the Accessibility Checker. Results are categorized based on the severity of the issue found, as follows:

Errors. Includes content that is very difficult or impossible for people with disabilities to understand.

Warnings. The content is challenging for people with disabilities to understand.

Tips. Tips let you know that, even though people with disabilities can understand the content, it could be better organized or presented to improve their experience.

2. Fix the issues.

# data[].attributes.attachment_link.title
Make your Word documents accessible to people with disabilities

# data[].attributes.attachment_link.description
The following table includes key best practices for creating Word documents that are accessible to people with disabilities. What to fix How to find it Why fix it How to fix it Include alternative text with all visuals. Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

# data[].attributes.attachment_link.readable_text
Windows: Best practices for making PowerPoint presentations accessible

The following table includes key best practices for creating PowerPoint presentations that are accessible to people with disabilities.

What to fix

How to find it

Why fix it

How to fix it

Include alternative text with all visuals.

Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

To find missing alternative text, use the Accessibility Checker.

Alternative text helps people who can't see the screen to understand what's important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In the alternative text, briefly describe the image and mention the existence of the text and its intent.

When creating a new slide, use the built-in slide designs.

PowerPoint contains built-in slide layouts that you can apply to any slide. When you use them with a new slide, these layouts automatically make sure that the reading order works for everyone.

Use built-in slide designs for inclusive reading order

Add meaningful hyperlink text and ScreenTips.

To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan the slides in your presentation.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Tip: You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.

Add hyperlink text and ScreenTips

Ensure that color is not the only means of conveying information.

Switch to the View tab and select Grayscale. Visually scan each slide in your presentation for instances of color-coding.

People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.

For example, add an underline to color-coded hyperlink text so that people who are colorblind know that the text is linked even if they can't see the color. For headings, consider adding bold or using a larger font.

Use an accessible slide design

Use sufficient contrast for text and background colors.

To find insufficient color contrast, use the Accessibility Checker.

You can also look for text in your spreadsheet that's hard to read or to distinguish from the background.

Use strong contrast between text and background, so people with low vision can see and use the content. Use dark text on a white or off-white background, or reverse it and use white text on a dark background.

White and black schemes also make it easier for people who are colorblind to distinguish text and shapes.

Use accessible text color

Give every slide a unique title

To find slides that do not have titles, use the Accessibility Checker.

People who are blind, have low vision, or a reading disability rely on slide titles to navigate. For example, by skimming or using a screen reader, they can quickly scan through a list of slide titles and go right to the slide they want.

Use a larger font size (18pt or larger), sans serif fonts, and sufficient white space.

To find potential issues related to fonts or white space, review your slides for areas that look crowded or illegible.

People who have dyslexia describe seeing text "swim together" on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Make videos accessible to visually impaired and hearing-impaired users.

Use captions, subtitles, and alternative audio tracks in videos

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your PowerPoint presentations accessible.

Add hyperlink text and ScreenTips

1. Select the text to which you want to add the hyperlink, and then right-click.

2. If necessary, change the hyperlink text.

3. Select the ScreenTip button and, in the ScreenTip text box, type a ScreenTip.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what's on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Use an accessible slide design

Use one of the included accessible templates to make sure that your slide design, colors, contrast, and fonts are accessible for all audiences. They are also designed so that screen readers can more easily read the slide content.

1. In the Search for Online templates and themes text field, type accessible templates and press Enter.

2. In the search results, select a suitable template.

Use table headers

1. Position the cursor anywhere in a table.

2. In the table, type the column headings.

Format text for accessibility

Select your text.

Use accessible text color

Here are some ideas to consider:

Use the pre-designed Office Themes to make sure that your slide design is accessible. For instructions, see Use an accessible slide design.

Use the Accessibility Checker to analyze the presentation and find insufficient color contrast. It checks the text in the slides against the following elements:

Page color

Cell backgrounds

Highlights

Text box fill

Paragraph shading

SmartArt fills

Headers and footers

Links

Make slides accessible

The following procedures describe how to make the slides in your PowerPoint presentations accessible.

Use unique slide titles

On the slide, type a unique and descriptive title.

Hide a slide title

Make a title invisible on the slide, but still voiced by screen readers.

Set the reading order of slide contents

Use the Selection pane to set the order in which the screen readers read the slide contents. The Selection pane lists the objects on the slide in reverse order. When the screen reader reads this slide, it reads the objects in the reverse order listed in the Selection pane.

In the Selection pane, to change the reading order, do one of the following:

Use built-in slide designs for inclusive reading order

PowerPoint has built-in slide designs that contain placeholders for text, videos, pictures, and more. They also contain all the formatting, such as theme colors, fonts, and effects. To make sure that your slides are accessible, the built-in layouts are designed so that the reading order is the same for people who see and people who use technology such as screen readers.

Go to the new slide, and add the title and content that you want.

Mac: Best practices for making PowerPoint presentations accessible

The following table includes key best practices for creating PowerPoint presentations that are accessible to people with disabilities.

What to fix

How to find it

Why fix it

How to fix it

Include alternative text with all visuals.

Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

To find missing alternative text, use the Accessibility Checker.

Alternative text helps people who can't see the screen to understand what's important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In the alternative text, briefly describe the image and mention the existence of the text and its intent.

When creating a new slide, use the built-in slide designs.

PowerPoint contains built-in slide layouts that you can apply to any slide. When you use them with a new slide, these layouts automatically make sure that the reading order works for everyone.

Use built-in slide designs for inclusive reading order

Add meaningful hyperlink text and ScreenTips.

To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan the slides in your presentation.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Tip: You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.

Add hyperlink text and ScreenTips

Ensure that color is not the only means of conveying information.

To find instances of color-coding, visually scan the slides in your presentation.

People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.

For example, add an underline to color-coded hyperlink text so that people who are colorblind know that the text is linked even if they can't see the color. For headings, consider adding bold or using a larger font.

Use an accessible slide design

Use sufficient contrast for text and background colors.

To find insufficient color contrast, use the Accessibility Checker.

You can also look for text in your spreadsheet that's hard to read or to distinguish from the background.

Use strong contrast between text and background, so people with low vision can see and use the content. Use dark text on a white or off-white background, or reverse it and use white text on a dark background.

White and black schemes also make it easier for people who are colorblind to distinguish text and shapes.

Use an accessible slide design

Give every slide a unique title

To find slides that do not have titles, use the Accessibility Checker.

People who are blind, have low vision, or a reading disability rely on slide titles to navigate. For example, by skimming or using a screen reader, they can quickly scan through a list of slide titles and go right to the slide they want.

Use a larger font size (18pt or larger), sans serif fonts, and sufficient white space.

To find potential issues related to fonts or white space, review your slides for areas that look crowded or illegible.

People who have dyslexia describe seeing text "swim together" on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Make videos accessible to visually impaired and hearing-impaired users.

Use captions, subtitles, and alternative audio tracks in videos

Add alt text to visuals in Office 2016

The following procedures describe how to add alt text to visuals in your PowerPoint presentations in Office 2016:

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can't see the image.

Right-click an image.

Add alt text to SmartArt graphics

Right-click a SmartArt graphic.

Add alt text to shapes

Use the following procedure to add alt text to shapes, including shapes within a SmartArt graphic.

Right-click a shape.

Add alt text to charts

Right-click a chart.

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your PowerPoint presentations accessible.

Add hyperlink text and ScreenTips

1. Select the text to which you want to add the hyperlink, and then right-click.

2. If necessary, change the hyperlink text.

3. Select the ScreenTip button and, in the ScreenTip text box, type a ScreenTip.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what's on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Use an accessible slide design

Use one of the included accessible templates to make sure that your slide design, colors, contrast, and fonts are accessible for all audiences. They are also designed so that screen readers can more easily read the slide content.

1. In the Search all templates text field, type accessible templates and press Return.

2. In the search results, select a suitable template.

Use table headers

1. Position the cursor anywhere in a table.

2. Type column headers.

Format text for accessibility

1. Select your text.

2. Use the options for font type, size, style, and color to format your text.

Create bulleted lists

1. Position the cursor anywhere in your slide.

2. Type the text you want for each bullet item in the list.

Create ordered lists

1. Position the cursor anywhere in your slide.

2. Type the text you want for each numbered item in the list.

Make slides accessible

The following procedures describe how to make the slides in your PowerPoint presentations accessible.

Use unique slide titles

On the slide, type a unique and descriptive title.

Hide a slide title

Make a title invisible on the slide, but still voiced by screen readers.

Set the reading order of slide contents

Use the Selection Pane to set the order in which the screen readers read the slide contents. The Selection Pane lists the objects on the slide in reverse order. When the screen reader reads this slide, it reads the objects in the reverse order listed in the Selection Pane.

Use built-in slide designs for inclusive reading order

PowerPoint has built-in slide designs that contain placeholders for text, videos, pictures, and more. They also contain all the formatting, such as theme colors, fonts, and effects. To make sure that your slides are accessible, the built-in layouts are designed so that the reading order is the same for people who see and people who use technology such as screen readers.

1. In the thumbnail pane, locate the place where you want to add the new slide, and then right-click.

2. Go to the new slide, and add the title and content that you want.

iOS: Best practices for making PowerPoint presentations accessible

The following table includes key best practices for creating PowerPoint presentations that are accessible to people with disabilities.

What to fix

Why fix it

How to fix it

Include alternative text with all visuals and tables.

Visual content includes pictures, shapes, charts, embedded objects, ink, and videos.

Alternative text helps people who can't see the screen to understand what's important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In the alt text, briefly describe the image and mention the existence of the text and its intent.

Add alt text to images, tables, and shapes

Use a larger font size (18pt or larger), sans serif fonts, and sufficient white space.

People who have dyslexia describe seeing text "swim together" on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters, and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Make videos accessible to visually impaired and hearing-impaired users

Use captions, subtitles, and alternative audio tracks in videos

Add alt text to images, tables, and shapes

Add alt text to images, tables, shapes and other visual elements, so that screen readers can read the text to describe the element to users who can't see it.

Use an accessible slide design

Use one of the included slide Themes to make sure that your slide design is accessible. Most of the themes are designed for accessible colors, contrast, and fonts. They are also designed so that screen readers can more easily read the slide content.

Use table headers

Format text for accessibility

Android: Best practices for making PowerPoint presentations accessible

The following table includes key best practices for creating PowerPoint presentations that are accessible to people with disabilities.

What to fix

Why fix it

How to fix it

Include alternative text with all images, shapes, and tables.

Alt text helps people who can't see the screen to understand what's important in images and shapes.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In alt text, briefly describe the image and mention the existence of the text and its intent.

Use a larger font size (18pt or larger), sans serif fonts, and sufficient white space.

People who have dyslexia describe seeing text "swim together" on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters, and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Make videos accessible to visually impaired and hearing-impaired users

Use captions, subtitles, and alternative audio tracks in videos

Add alt text to visuals and tables

The following procedures describe how to add alt text to visuals and tables in your PowerPoint presentations.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images such as pictures and screenshots so that screen readers can read the text to describe the image to users who can't see the image.

Select an image.

Add alt text to shapes

Select a shape.

Add alt text to tables

Tap anywhere within a table.

Use an accessible slide design

Use one of the included slide Themes to make sure that your slide design is accessible. Most of the themes are designed for accessible colors, contrast, and fonts. They are also designed so that screen readers can more easily read the slide content.

Use table headers

1. Position the cursor anywhere in a table.

2. Tap Style Options, and then select Header Row.

Tip: When the option is already selected, it's grayed out.

3. In your table, type the column headings.

Format text for accessibility

Windows 10 app: Best practices for making PowerPoint presentations accessible

The following table includes key best practices for creating PowerPoint presentations that are accessible to people with disabilities.

What to fix

Why fix it

How to fix it

Include alternative text with all images, shapes, and tables.

Alt text helps people who can't see the screen to understand what's important in images and shapes.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In alt text, briefly describe the image and mention the existence of the text and its intent.

Use a larger font size (18pt or larger), sans serif fonts, and sufficient white space.

People who have dyslexia describe seeing text "swim together" on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters, and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Make videos accessible to visually impaired and hearing-impaired users.

Use captions, subtitles, and alternative audio tracks in videos

Add alt text to visuals and tables

The following procedures describe how to add alt text to visuals and tables in your PowerPoint presentations.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images such as pictures and screenshots so that screen readers can read the text to describe the image to users who can't see the image.

Select an image.

Add alt text to shapes

Select a shape.

Add alt text to tables

Tap anywhere within a table.

Use an accessible slide design

Use one of the included slide Themes to make sure that your slide design is accessible. Most of the themes are designed for accessible colors, contrast, and fonts. They are also designed so that screen readers can more easily read the slide content.

Use table headers

1. Position the cursor anywhere in a table.

2. Tap Style Options, and then select Header Row.

Tip: When the option is already selected, it's grayed out.

3. In your table, type the column headings.

Format text for accessibility

Office Online: Best practices for making PowerPoint Online presentations accessible

The following table includes key best practices for creating PowerPoint Online presentations that are accessible to people with disabilities.

What to fix

How to find it

Why fix it

How to fix it

Include alternative text with all visuals and tables.

Visual content includes pictures, SmartArt graphics, shapes, groups, embedded objects, and videos.

To find missing alternative text, use the Use the Accessibility Checker in PowerPoint Online.

Alternative text helps people who can't see the screen to understand what's important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In the alt text, briefly describe the image and mention the existence of the text and its intent.

Add alt text to images

Add alt text to SmartArt graphics

Add alt text to shapes or embedded videos

Add alt text to tables

Add meaningful hyperlink text.

To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan the slides in your presentation.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Ensure that color is not the only means of conveying information.

To find instances of color-coding, visually scan the slides in your presentation.

People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.

For example, add an underline to color-coded hyperlink text so that people who are colorblind know that the text is linked even if they can't see the color. For headings, consider adding bold or using a larger font.

Circle or use animation to highlight information, rather than relying on laser pointers or color.

Add shapes if color is used to indicate status. For example, add a checkmark symbol if green is used to indicate "pass" and an uppercase X if red indicates "fail".

Format text for accessibility

Use sufficient contrast for text and background colors.

To find insufficient color contrast, look for slide text that's hard to read or to distinguish from the background.

The text in your presentations should be readable so that everyone, including people with visual disabilities, can see it well.

For example, use bright colors or high-contrast color schemes on opposite ends of the color spectrum. White and black schemes make it easier for people who are colorblind to distinguish text and shapes.

Avoid using orange, red, and green in your template and text.

Use patterns in graphs, instead of color, to highlight points of interest.

Use an accessible slide design

Give every slide a unique title.

Use the Accessibility Checker in PowerPoint Online to find slides that don't have titles.

People who use screen readers and other assistive technology hear slide text, shapes, and content read back in a specific order. That's why it's a good practice to use the slide layouts in PowerPoint Online, which ensure that content is read in a logical order by screen readers.

People who are blind, have low vision, or a reading disability rely on slide titles to navigate. For example, by skimming or using a screen reader, they can quickly scan through a list of slide titles and go right to the slide they want.

Use a larger font size (18pt or larger), sans serif fonts, and sufficient white space.

To find potential issues related to fonts or white space, review your slides for areas that look crowded or illegible.

People who have dyslexia describe seeing text "swim together" on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Add alt text to images and tables

The following procedures describe how to add alt text to images and tables in your PowerPoint Online presentations.

Note: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience with most major screen readers including Narrator. For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Make hyperlinks and tables accessible

The following procedures describe how to make the hyperlinks and tables in your PowerPoint Online presentations accessible.

Add hyperlink text

Select the text to which you want to add the hyperlink, right-click, and select Link.

The text you selected displays in the Display text box. This is the hyperlink text.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what's on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Change the text of a hyperlink

Make slides accessible

The following procedures describe how to make the slides in your PowerPoint Online presentations accessible.

Use an accessible slide design

Use one of the included accessible themes and templates to make sure that your slide design, colors, contrast, and fonts are accessible for all audiences. They are also designed so that screen readers can more easily read the slide content.

1. In your browser, go to Office.com, sign in to your account, and open PowerPoint Online.

2. In the search results, select a suitable template.

Use a logical reading order

If your slides contain objects that aren't part of a slide template, you need to arrange them in a logical order. Objects are read in the order you created them, which might not make sense when using a screen reader.

It's easier to test the reading order in the PowerPoint desktop version because you can rearrange the order of objects in the Selection pane. In PowerPoint Online, you can cut and paste objects to change their order on a slide.

To test the order of objects on a slide, select the object, and then press the Tab key to switch the focus from object to object.

Format text for accessibility

Select your text.

Use unique titles for slides

1. Select a slide without a title.

2. In the title placeholder, type a unique name.

Note: A title doesn't necessarily have to be visible to be accessible. For example, people who use screen readers hear a slide's title even if it isn't visible. In the PowerPoint 2016 desktop version, you can use the Selection pane to turn visibility on or off for titles and other objects on a slide.

Use the Accessibility Checker in PowerPoint Online

1. Select Check Accessibility.

2. Review the results in the Accessibility Checker pane. Results are categorized based on the severity of the issue found, as follows:

Errors. Includes content that is very difficult or impossible for people with disabilities to understand.

Warnings. The content is challenging for people with disabilities to understand.

Tips. Tips let you know that, even though people with disabilities can understand the content, it could be better organized or presented to improve their experience.

3. Fix the issues.

Note: The Accessibility Checker inspects your presentation for all issues that can be fixed in the browser. For a complete inspection, open your presentation in the desktop app and use the desktop Accessibility Checker for Windows or Mac.

# data[].attributes.attachment_link.title
Make your PowerPoint presentations accessible to people with disabilities

# data[].attributes.attachment_link.description
The following table includes key best practices for creating PowerPoint presentations that are accessible to people with disabilities. What to fix How to find it Why fix it How to fix it Include alternative text with all visuals. Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

# data[].attributes.attachment_link.readable_text
Windows: Best practices for making Excel spreadsheets accessible

The following table includes key best practices for creating Excel spreadsheets that are accessible to people with disabilities.

What to fix

How to find it

Why fix it

How to fix it

Include alternative text with all visuals.

Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

To find all instances of missing alternative text in the spreadsheet, use the Accessibility Checker.

Alt text helps people who can't see the screen to understand what's important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

Add meaningful hyperlink text and ScreenTips.

To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan the workbook.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Tip: You can also add ScreenTips that appear when your cursor hovers over a cell that includes a hyperlink.

Add hyperlink text and ScreenTips

Use sufficient contrast for text and background colors.

To find insufficient color contrast, use the Accessibility Checker.

You can also look for text in your spreadsheet that's hard to read or to distinguish from the background.

If your spreadsheet has a high level of contrast between text and background, more people can see and use the content.

Use accessible text color

Give all sheet tabs unique names, and remove blank sheets.

To find out whether all sheets that contain content in a workbook have descriptive names and whether there are any blank sheets, use the Accessibility Checker.

Screen readers read sheet names, which provide information about what is found on the worksheet, making it easier to understand the contents of a workbook and to navigate through it.

Use a simple table structure, and specify column header information.

To ensure that tables don't contain split cells, merged cells, or nested tables, use the Accessibility Checker.

You can also visually scan your tables to check that they don't have any completely blank rows or columns.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can't provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Add alt text to visuals in Office 365

The following procedures describe how to add alt text to visuals in your Excel spreadsheets in Office 365:

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn't be longer than a short sentence or two-most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to shapes or SmartArt graphics

Do one of the following:

Note: To add alt text to the entire shape or SmartArt graphic, click the border of the shape or SmartArt graphic, and not an individual shape or piece.

The Alt Text pane opens on the right side of the document body.

Add alt text to PivotCharts

1. Right-click a PivotChart.

2. Select Edit Alt Text.

The Alt Text pane opens on the right side of the document body.

Make visuals decorative

If your visuals are purely decorative, such as stylistic borders that add visual interest but aren't informative, you can mark them as such without needing to write any alt text. People using screen readers will hear that these are decorative, so they know they are not missing any important information. When the document is exported to a PDF file, decorative elements will be marked within the PDF file with artifact tags, which are skipped over by screen readers.

1. Right-click a visual.

2. Select the Mark as decorative text box. The text entry field becomes grayed out.

Toggle the Automatic Alt Text on and off

If you don't want to add automatically generated alt texts to inserted pictures, you can turn off the automatic alt text option. If you change your mind later, you can just as easily turn it back on.

Add alt text to visuals in Office 2019

The following procedures describe how to add alt text to visuals in your Excel spreadsheets in Office 2019:

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn't be longer than a short sentence or two-most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to shapes or SmartArt graphics

Do one of the following:

Note: To add alt text to the entire shape or SmartArt graphic, click the border of the shape or SmartArt graphic, and not an individual shape or piece.

The Alt Text pane opens on the right side of the document body.

Add alt text to PivotCharts

1. Right-click a PivotChart.

2. Select Edit Alt Text.

The Alt Text pane opens on the right side of the document body.

Make visuals decorative

If your visuals are purely decorative, such as stylistic borders that add visual interest but aren't informative, you can mark them as such without needing to write any alt text. People using screen readers will hear that these are decorative, so they know they are not missing any important information. When the document is exported to a PDF file, decorative elements are marked within the PDF file with artifact tags, which are skipped over by screen readers.

1. Right-click a visual.

2. Select the Mark as decorative check box. The text entry field becomes grayed out.

Add alt text to visuals in Office 2016

The following procedures describe how to add alt text to visuals in your Excel spreadsheets in Office 2016:

Note: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience with most major screen readers including Narrator. For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can't see the image.

Right-click an image.

Add alt text to SmartArt graphics

Right-click a SmartArt graphic.

Add alt text to shapes

Add alt text to shapes, including shapes within a SmartArt graphic.

Right-click a shape.

Add alt text to PivotCharts

Make hyperlinks, tables, and sheet tabs accessible

The following procedures describe how to make the hyperlinks, tables, and sheet tabs in Excel spreadsheets accessible.

Use accessible text color

Here are some ideas to consider:

Ensure that the text displays well by using the Automatic setting for font colors. Select the cells that contain text, and then select Home > Font Color > Automatic.

Use the Accessibility Checker to analyze the spreadsheet and find insufficient color contrast. It checks the text in the spreadsheet against the following things:

Use headers in an existing table

Specify a header row in a block of cells marked as a table.

1. Place the cursor anywhere in a table.

2. On the Table Tools Design tab, in the Table Style Options group, select the Header Row check box.

3. Type the column headings.

Rename sheet tabs

Delete sheet tabs

Mac: Best practices for making Excel spreadsheets accessible

The following table includes key best practices for creating Excel spreadsheets that are accessible to people with disabilities.

What to fix

How to find it

Why fix it

How to fix it

Include alternative text with all visuals.

Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

To find all instances of missing alternative text in the spreadsheet, use the Accessibility Checker.

Alt text helps people who can't see the screen to understand what's important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

Add meaningful hyperlink text and ScreenTips.

To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan the sheets in your workbook.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Tip: You can also add ScreenTips that appear when your cursor hovers over a cell that includes a hyperlink.

Add hyperlink text and ScreenTips

Give all sheet tabs unique names, and remove blank sheets.

To find out whether all sheets that contain content in a workbook have descriptive names and whether there are any blank sheets, use the Accessibility Checker.

Screen readers read sheet names, which provide information about what is found on the worksheet, making it easier to understand the contents of a workbook and to navigate through it.

Use a simple table structure, and specify column header information.

To ensure that tables don't contain split cells, merged cells, or nested tables, use the Accessibility Checker.

You can also visually scan your tables to check that they don't have any completely blank rows or columns.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can't provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Add alt text to visuals in Office 365

The following procedures describe how to add alt text to visuals in your Excel spreadsheets in Office 365:

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn't be longer than a short sentence or two-most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to shapes

Do one of the following:

The Alt Text pane opens.

Add alt text to SmartArt graphics

Do one of the following:

The Alt Text pane opens.

Add alt text to PivotTable

1. Right-click a PivotTable, and select PivotTable Options....

Tip: You have to right-click somewhere inside the frame that surrounds the entire chart, not inside one of its parts

2. In the Description text box, type 1-2 sentences to describe the table and its context to someone who cannot see it. Once you're done, select OK.

Tip: To spell-check the word you just typed, right-click the word and select an option from the list.

Mark visuals as decorative

If your visuals are purely decorative and add visual interest but aren't informative, you can mark them as such without needing to write any alt text. Examples of objects that should be marked as decorative are stylistic borders. People using screen readers will hear that these objects are decorative so they know they aren't missing any important information.

1. To open the Alt Text pane, do one of the following:

The Alt Text pane opens.

2. Select the Mark as decorative check box. The text entry field becomes grayed out.

Tip: If you have several decorative items, you can edit them in a batch. Select them all, open the Alt Text pane, and click Decorative.

Add alt text to visuals in Office 2019

The following procedures describe how to add alt text to visuals in your Excel spreadsheets in Office 2019:

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn't be longer than a short sentence or two-most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to shapes

Do one of the following:

The Alt Text pane opens.

Add alt text to SmartArt graphics

Do one of the following:

The Alt Text pane opens.

Add alt text to PivotTable

1. Right-click a PivotTable, and select PivotTable Options....

Tip: You have to right-click somewhere inside the frame that surrounds the entire chart, not inside one of its parts.

2. In the Description text box, type 1-2 sentences to describe the table and its context to someone who cannot see it. Once you're done, select OK.

Tip: To spell-check the word you just typed, right-click the word and select an option from the list.

Mark visuals as decorative

If your visuals are purely decorative and add visual interest but aren't informative, you can mark them as such without needing to write any alt text. Examples of objects that should be marked as decorative are stylistic borders. People using screen readers will hear that these objects are decorative so they know they aren't missing any important information.

1. To open the Alt Text pane, do one of the following:

The Alt Text pane opens.

2. Select the Mark as decorative check box. The text entry field becomes grayed out.

Tip: If you have several decorative items, you can edit them in a batch. Select them all, open the Alt Text pane, and click Mark as decorative.

Add alt text to visuals in Office 2016

The following procedures describe how to add alt text to visuals in your Excel spreadsheets in Office 2016:

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images, such as pictures, and screenshots, so that screen readers can read the text to describe the image to users who can't see the image.

Right-click an image.

Add alt text to SmartArt graphics

Add alt text to shapes

Add alt text to shapes, including shapes within a SmartArt graphic.

Add alt text to PivotCharts

Make hyperlinks, tables, and sheet tabs accessible

The following procedures describe how to make the hyperlinks, tables, and sheet tabs in Excel spreadsheets accessible.

Add hyperlink text and ScreenTips

Right-click a cell.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what's on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Use headers in an existing table

Specify a header row in a block of cells marked as a table.

1. Position the cursor anywhere in a table.

2. Type column headings.

Rename sheet tabs

Delete a sheet tab

Right-click a sheet tab.

iOS: Best practices for making Excel spreadsheets accessible

The following table includes key best practices for creating Excel spreadsheets that are accessible to people with disabilities.

What to fix

Why fix it

How to fix it

Give all sheet tabs unique names.

Screen readers read sheet names, which provide information about what is found on the worksheet, making it easier to understand the contents of a workbook and to navigate through it.

Rename sheet tabs

Use a simple table structure, and specify column header information.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can't provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Use headers in existing tables

Make tables and sheet tabs accessible

The following procedures describe how to make the tables and sheet tabs in your Excel spreadsheets accessible.

Use headers in existing tables

Specify a header row in a block of cells marked as a table.

1. Position the cursor anywhere in a table.

2. In your table, type column headings.

Rename sheet tabs

1. Double-tap a sheet tab.

2. To replace the selected sheet name, type a brief, unique name for the sheet.

Android: Best practices for making Excel spreadsheets accessible

The following table includes key best practices for creating Excel spreadsheets that are accessible to people with disabilities.

What to fix

Why fix it

How to fix it

Include alternative text with all visuals and tables.

Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

Alt text helps people who can't see the screen to understand what's important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

Give all sheet tabs unique names.

Screen readers read sheet names, which provide information about what is found on the worksheet, making it easier to understand the contents of a workbook and to navigate through it.

Rename sheet tabs

Use a simple table structure, and specify column header information.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can't provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Add alt text to visuals

The following procedures describe how to add alt text to visuals in your Excel spreadsheets.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images such as pictures and screenshots so that screen readers can read the text to describe the image to users who can't see the image.

1. Select an image.

2. Type a description and a title. Your changes are automatically saved.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to shapes

Add alt text to shapes including shapes within a SmartArt graphic.

1. Select a shape.

2. Type a description and a title. Your changes are automatically saved.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to charts

1. Select a chart.

2. Type a description and a title. Your changes are automatically saved.

Tip: Include the most important information in the first line, and be as concise as possible.

Make tables and sheet tabs accessible

The following procedures describe how to make the tables and sheet tabs in your Excel spreadsheets accessible.

Use headers in existing tables

Specify a header row in a block of cells marked as a table.

1. Position the cursor anywhere in a table.

2. To select the Header Row option, tap it.

Tip: When the option is selected, it's gray.

3. In your table, type column headings.

Rename sheet tabs

Office Online: Best practices for making Excel Online spreadsheets accessible

The following table includes key best practices for creating Excel for the web spreadsheets that are accessible to people with disabilities.

What to fix

How to find it

Why fix it

How to fix it

Include alternative text with all visuals and tables.

Use the Accessibility Checker to find instances of missing alternative text in the spreadsheet.

Alt text helps people who can't see the screen to understand what's important in tables.

Avoid using text in tables as the sole method of conveying important information. In alt text, briefly describe the contents of the table and its intent.

Add meaningful hyperlink text.

To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan the workbook.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Add hyperlink text

Give all sheet tabs unique names, and remove blank sheets.

Read the names of the sheet tabs in your workbook, and verify that each sheet has content.

Screen readers read sheet names, which provide information about what is found on the worksheet, making it easier to understand the contents of a workbook and to navigate through it.

Use a simple table structure, and specify column header information.

Use the Accessibility Checker to ensure that tables don't contain split cells, merged cells, nested tables, or completely blank rows or columns.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can't provide helpful information about the table after that point. Blank rows and columns in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Use headers in a table

Add alt text to images and charts

The following procedures describe how to add alt text to images and charts in your Excel for the web spreadsheets. To add alt text to tables, use a desktop version of Excel.

Note: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience with most major screen readers including Narrator.

Add alt text to images

Add alt text to charts

Make hyperlinks, tables, and sheet tabs accessible

The following procedures describe how to make the hyperlinks, tables, and sheet tabs in Excel for the web spreadsheets accessible.

Add hyperlink text

1. Right-click a cell.

2. In Display Text, type the text that people will click on. Then, depending on the type of link you want to use, do one of the following:

In URL, type or paste the address.

In Place in this document, type the location of the cell you want to link to. For example, A6.

In Email address, type the email address in the format of someone@example.com.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what's on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Use headers in a table

1. Select the cells you want to include in the table.

2. On the Insert tab, in the Tables group, select Table.

3. Select OK. Excel for the web creates a header row with the default names Column1, Column2, and so on.

4. Type new, descriptive names for each column in the table.

Note: Use these same steps to add a header to cells in an existing table.

Give the workbook a meaningful name

Note: If you want to rename a file, select Rename, type the name for the file, and select OK.

Rename sheet tabs

Type a brief, unique name for the tab that's descriptive of its contents.

Delete sheet tabs

Right-click a sheet tab.

# data[].attributes.attachment_link.title
Make your Excel documents accessible to people with disabilities

# data[].attributes.attachment_link.description
The following table includes key best practices for creating Excel spreadsheets that are accessible to people with disabilities. What to fix How to find it Why fix it How to fix it Include alternative text with all visuals. Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

# data[].attributes.attachment_link.readable_text
Our commitment

We are committed to create and grow usage of accessible technology, expand skilling and hiring opportunities for people with disabilities, and advocate for policies that advance accessibility as a fundamental right.

Learn about our approach

# data[].attributes.attachment_link.title
Accessibility Technology & Tools | Microsoft Accessibility

# data[].attributes.attachment_link.description
Explore accessibility and inclusion technology from Microsoft Accessibility. Ensure and empower those around you to participate in activities at work or play.

# data[].attributes.headline
Using the MS Office Accessibility Checker

# data[].attributes.subject
Using the MS Office Accessibility Checker

# data[].attributes.attachment_link.readable_text
Unlock your content for everyone. Many Microsoft 365 apps include an Accessibility Checker that finds accessibility problems and lists suggestions, or you can find specific tips for making your content accessible to all for the products and platforms listed below.

Learn about the Accessibility Checker

Find out how you can make your content accessible with the Accessibility Checker.

The Accessibility Checker is available in the following apps and platforms that include Windows, Mac, Online, and more:

Windows

Mac

iOS

Android

Windows
10 app

Web

Learn about making your content accessible in each of our apps

Explore the best practices and tips on how to easily make your emails, documents, spreadsheets, presentations, and other content accessible to everyone.

Learn about alternative text

Learn how to write alternative texts for images and other objects in your documents, emails, spreadsheets, and presentations. Alternative text is a short, concise description of an object and its purpose that screen readers can read for people who cannot see.

Everything you need to know to write effective Alt text

More resources

# data[].attributes.attachment_link.title
Make your content accessible to everyone with the Accessibility Checker

# data[].attributes.attachment_link.description
Unlock your content for everyone. Many Microsoft 365 apps include an Accessibility Checker that finds accessibility problems and lists suggestions, or you can find specific tips for making your content accessible to all for the products and platforms listed below. Find out how you can make your content accessible with the Accessibility Checker.

# data[].attributes.attachment_link.description
Find out more about CAST. We’re busting barriers to learning, until learning has no limits®.

# data[].attributes.attachment_link.readable_text
The UDL Guidelines are a tool used in the implementation of Universal Design for Learning, a framework to improve and optimize teaching and learning for all people based on scientific insights into how humans learn. Learn more about the Universal Design for Learning framework from CAST. The UDL Guidelines can be used by educators, curriculum developers, researchers, parents, and anyone else who wants to implement the UDL framework in a learning environment. These guidelines offer a set of concrete suggestions that can be applied to any discipline or domain to ensure that all learners can access and participate in meaningful, challenging learning opportunities.

UDL Rising to Equity

Because the UDL Guidelines are meant to be informed by feedback from the field as well as new research, they have been updated several times in the past. We are in the process of updating the Guidelines once again in our UDL Rising to Equity initiative.

This update will focus specifically on addressing systemic barriers that result in inequitable learning opportunities and outcomes. CAST aims to develop a transparent, inclusive, and community-driven process. If you are interested in collaborating and staying updated on our progress, we invite you to complete a brief survey. Do you use social media? Join the conversation happening now in the #UDLrising hashtag.
Meet the UDL Rising to Equity Advisory Board Meet the UDL Rising to Equity Stakeholder Council

# data[].attributes.attachment_link.description
The UDL Guidelines are a tool used in the implementation of Universal Design for Learning, a framework to improve and optimize teaching and learning for all people based on scientific insights into how humans learn. Learn more about the Universal Design for Learning framework from CAST. The UDL Guid…

# data[].attributes.attachment_link.description
A group for Canvas users to discuss accessibility in Canvas, with an area dedicated to UDOIT.

# data[].attributes.attachment_link.readable_text
At D2L, we believe learning technologies should never limit learning opportunities. Our accessibility program is tightly integrated with our R&D. We design our products to be easy for people using assistive learning technologies to navigate and understand.

# data[].attributes.attachment_link.description
At D2L, we believe learning technologies should never limit learning opportunities. Our accessibility program is tightly integrated with our R&D. We design our products to be easy for people using assistive learning technologies to navigate and understand.

# data[].attributes.attachment_link.readable_text
With Ally, we saw a product that could both enhance student access to a greater variety of alternative formats direct from course files, and increase professor awareness about the value of accessible content for all students.

# data[].attributes.attachment_link.description
With Ally, we saw a product that could both enhance student access to a greater variety of alternative formats direct from course files, and increase professor awareness about the value of accessible content for all students.

# data[].attributes.attachment_link.readable_text
Nationwide, colleges and universities embrace the idea of a diverse student body, inclusive of students with disabilities. But creating a campus that is physically and technologically accessible to students with disabilities takes leadership, planning, and commitment. Understanding internationally accepted accessibility guidelines and federal requirements and knowing who has pioneered a truly accessible campus are key in this endeavor.

The National Federation of the Blind's Center of Excellence in Nonvisual Access has created this online resource center to help colleges be accessible, so that your student body can be the diverse gathering of students you seek, and so that blind college students can achieve their true potential and not be limited by accessibility barriers.

This online resource includes examples of digital accessibility policies, legal requirements, and links to accessibility standards and procurement policies.

Accessible Technology Overview

Digital accessibility refers to the practice of designing electronic material so that it is usable by all people, including people with disabilities. It allows for information to be available visually, aurally, and tactilely. Most of the time, the term digital accessibility reflects the needs of those who use specially designed technology to complete tasks on a computer or mobile device. These devices and software are called access technology, and they provide for equality in education, employment, and other major life activities.

Students who are blind or have other print disabilities often use screen-reading software to verbalize or put into Braille what the sighted computer user sees. However, in order for screen-reading software to convert text into speech or Braille, the website, learning management system, or document must be created in accordance with standards and procedures that enable the software to function. If websites, learning management systems, and instructional materials are not created in accordance with accessibility standards, students who rely on the use of screen-readers will not be able to access or utilize the information they contain.

Accessibility from the Beginning

When websites, documents, learning management systems, and other applications are built accessibly from the beginning, and university procedures and procurement policies include digital accessibility requirements, students with a variety of backgrounds and abilities will have full and integrated access to all aspects of campus life. Building accessible platforms and documents from the beginning will erase the need for and cost of retroactively recreating parts of your digital content.

Standards and Guidelines

The World Wide Web Consortium's (W3C) Web Content Accessibility Guidelines (WCAG) 2.0 AA are widely accepted as providing for full and equal access in accordance with federal law. W3C's Web Accessibility Initiative offers further resources including educational materials on web accessibility and working groups to improve the online experience for people with disabilities.

Document Accessibility

It is possible for all types of documents, from PowerPoints to PDF's, to be accessible to users of access technology.

Legal Rights and Requirements

Legal Rights of Disabled Students

Under Section 504 of the Rehabilitation Act and titles II and III of the Americans with Disabilities Act, colleges and universities are obligated to provide students with disabilities equal and integrated access to higher education. Schools cannot deny students with disabilities equally effective opportunity to participate in the programs, benefits, and services they offer. This means that classrooms, cafeterias, libraries, residence halls, computer labs, and all other campus spaces, including online courses, must be accessible.

In Authors Guild v. Hathi Trust, the Second Circuit ruled that the doctrine of fair use under the Copyright Act permits anyone to make an accessible digital copy of a copyrighted print book for a person with a print disability without the permission of the copyright owner. This ruling removes the need for schools to secure from copyright owners permission prior to reproduction and redistribution, and opens up to blind students the vast quantities of information that many college libraries contain.

Federal Guidance on Equal Access to Technology in Higher Education

In 2010 and 2011, the United States Departments of Justice and Education jointly issued guidance that educational technology must be accessible to students with disabilities, and that pilot programs designed for only a small margin of the student body must likewise be accessible.

Legal Action

When self-advocacy and dispute resolution on campus fail to provide accommodations and equal access, blind students may be faced with no other option but to file a complaint with the United States Departments of Education or Justice, or to file a complaint in federal court. This is not an easy path for students, but it is an important one.

Key legal actions have helped to shape the definition of equal access on campus. The following complaints, agreements, and consent decrees, some with involvement of the United States Department of Education, document in very specific terms what equal access means for blind students and how it should be implemented on campus.

AIM-HIGH Legislation

Though section 504 of the Rehabilitation Act and titles II and III of the Americans with Disabilities Act protect the rights of students with disabilities to receive equal access to education, they do not provide clear guidelines for assuring these students access to the technology that has become central to the 21 st-century learning experience. The AIM-HIGH (Accessible Instructional Materials in Higher Education) Act would create voluntary guidelines that would direct colleges and universities in the creation and procurement of accessible technology. Institutions of higher education that follow these guidelines would find themselves in a safe harbor, free from litigation due to inaccessibility of technology.

Planning for Digital Accessibility: a Guide to Policy and Procurement

Meeting legal obligations and providing equal access on campus is not easy. It requires time and commitment at all levels; ultimately it requires a change in culture. Adopting policies and procedures that consider accessibility can create blueprints for a truly accessible campus. Having procurement plans in place that allow only for purchasing technology that meets WCAG 2.0 AA guidelines is an easy step towards preventing disability discrimination. Many colleges and universities have already succeeded in these efforts and their policies and procedures are available for review. The following examples can help any school move towards a culture of accessibility.

Sample Policies and Guidance

Third Party Consultants

Third party consultants can assist a college or university through the process of making their digital campus accessible.

Higher Education Accessibility Best Practices

Creating a campus whose technology is accessible takes leadership, planning, and commitment. The best path forward starts with adopting policies that require the accessibility of instructional materials and technology, followed by strong practices and procedures. By incorporating accessibility policies, practices, and procedures into their campus culture, schools including California State University, Ohio State University, and Oregon State University have proven that a digitally accessible campus is possible and can be beneficial to all students and faculty. The checklist below has been compiled from existing school guidance, settlement agreements, and consent decrees in order to help colleges and universities ensure that their campuses are digitally accessible. Can your campus answer "yes" to all of the questions posed below?

Requirements and Standards

While Section 504 of the Rehabilitation Act and Titles II and III of the Americans with Disabilities Act require colleges and universities to provide students with disabilities equal and integrated access to their programs, benefits, and services, it is the World Wide Web Consortium's Web Content Accessibility Guidelines (WCAG) 2.0 AA, and Section 508 of the Information and Communication Technology (ICT) Final Standards and Guidelines that provide technical guidance for web-based information. WCAG 2.0 AA has been accepted throughout the web industry and is used by the US Department of Justice within settlement agreements as providing for full and equal access in accordance with federal law. Other accessibility standards include:

UAAG 1.0 for web browsers, media players, and assistive technologies;

ATAG 2.0 for software used to create web content;

MathML 3.0 specifications for digital mathematical and scientific notation;

WAI-ARIA 1.0 for web content;

WCAG21CT for non-web software and content;

ICT Final Standards and Guidelines. In addition to websites, the ICT Section 508 Standards apply to electronic and information technology procured by the federal government, including computer hardware and software, multimedia such as video, phone systems, and copiers. The ICT Section 255 Guidelines address access to telecommunications products and services, and apply to manufacturers of telecommunication equipment.

DAISY for digital publications and documents;

EPUB3 for digital publications and documents;

EPUB Accessibility 1.0 for digital publications and documents;

BANA Guidelines and Standards for Tactile Graphics (2010); and

Guidelines for the Production of Braille Materials through the use of Braille Production Software (2007).

Definitions

Subjects that are discussed with shared understanding are talked about and become enculturated. Does your campus use the following definitions within its policies, procedures, and daily conversation?

Accessible: Individuals with disabilities are able to independently acquire the same information, engage in the same interactions, and enjoy the same services within the same timeframe as individuals without disabilities, with substantially equivalent ease of use.

Alternative Text: A textual description of non-text content.

Assistive Technology: Adaptive hardware and/or software and other devices that are used to increase, maintain, or improve the functional capabilities of individuals with disabilities. Examples include text-to-speech screen access software, screen magnification software, refreshable Braille display, tactile graphics, speech input software, head pointers, and wheelchairs.

Electronic and Information Technology (EIT): EIT includes information technology and any equipment or interconnected system or subsystem of equipment that is used in the creation, conversion, or duplication of data or information. The term electronic and information technology includes, but is not limited to, the internet and intranet websites, content delivered in digital format, electronic books and electronic book reading systems, search engines and databases, learning management systems, classroom technology and multimedia, personal response systems (clickers), and office equipment such as classroom podiums, copiers, and fax machines. It also includes any equipment or interconnected system or subsystem of equipment that is used in the automatic acquisition, creation, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. This term includes telecommunications products (such as telephones), information kiosks, automated teller machines (ATMs), transaction machines, computers, ancillary equipment, software, firmware and similar procedures, services (including support services), and related resources.

Instructional Support Applications: A software application, whether used in a single course, by a department, by a college or by a school, or university-wide, that a college or university makes available to students, and which is designed and dedicated to the purpose of collecting or delivering course content or assignments, or assessing student performance. An instructional support application is peripheral to a learning management system and is not necessarily used alongside a learning management system. Instructional support applications are either "non-standalone" because they contain supplementary digital content provided (either directly or through third parties) by the publishers of texts and book-length course materials, or "standalone'' because they do not contain such content. Examples of instructional support applications include: Turnitin, LearnSmart, MyStatLab, Vista Higher Learning, Sapling, and WebAssign.

Learning Management System (LMS): A software application, whether used in a single course, by a department, by a college or by a school, or university-wide, that a college or university makes available to students and uses to plan, create, administer, document, track, report, deliver, and maintain electronic educational courses and course content and assess student performance, ncluding by enabling collaboration and communication among members of the class and between the class and instructor; by supporting the assessment of learning outcomes; and by supporting formative and summative feedback to students.

Screen Access Software: Software programs that convert the text on a computer screen into synthesized speech and/or Braille. Examples include JAWS (Job Access with Speech), NVDA (Nonvisual Desktop Access), and Window-Eyes.

Tactile Graphics: Objects that use raised lines and surfaces to convey non-textual information such as maps, paintings, graphs, and diagrams.

Voluntary Product Accessibility Template (VPAT): The VPAT provides a standard format for vendors to use in reporting on the accessibility of their products.

Accessible Technology Policy

The National Federation of the Blind has found that campuses with top-down, well-defined policies regarding accessibility have greater success at implementing and maintaining an accessible campus. Sample policies from California State University, Ohio State University, and other schools are available at the National Federation of the Blind Higher Education Accessibility Online Resource Center.

Does your campus have an accessible technology policy in place?

Is your accessible technology policy distributed to all instructional and administrative employees, instructional and administrative contractors, and instructional and administrative volunteers who are responsible for the procurement or provision of technology?

Is it posted publically on your school's website and intranet?

Does your policy incorporate or refer to procedures for providing students with disabilities with timely access to accessible course materials in electronic and hard copy formats?

Does your policy designate an Accessibility Coordinator with campus-wide oversight? Does the Accessibility Coordinator report to the President or a member of the President's executive team?

Does your policy require the Accessibility Coordinator to be knowledgeable about the accessibility and usability of web content and technology (including technology commonly used in the classroom and laboratories), testing and evaluation of the accessibility of web and other technologies, and the accessibility standards listed above in Requirements and Standards? Does your policy also require the Accessibility Coordinator to be familiar with accessible document development and remediation, and the appropriate provision of non-electronic or non-digital formats, such as hard copy Braille, tactile graphics, and sign language interpreters?

Does your policy permit reasonable modifications to policies, practices, and procedures, such as procuring technologies outside of general policies and making reasonable security exceptions for assistive technologies?

Are staff and faculty responsible for knowing and adhering to these policies?

Procurement of Technology

Exemplar procurement language from Ohio State University and other schools is available at the National Federation of the Blind Higher Education Accessibility Online Resource Center.

Does your campus have centralized procurement language that advises vendors of your institution's requirement to procure EIT that complies with the applicable accessibility standards listed above in Requirements and Standards?

Do your procurement procedures require vendors to warrant in writing that any technology provided is accessible?

Do your procurement procedures require vendors to provide results of accessibility testing and written documentation verifying accessibility, to promptly respond to and resolve accessibility complaints, and to indemnify and hold the institution harmless in the event of claims arising from inaccessibility?

Do your procurement procedures require vendors to provide log-in credentials to permit independent testing of EIT (such as learning management systems and instructional support applications) through automated, expert, and user-testing? Does your independent testing of EIT permit in-house staff or third party consultants to verify the claims of the VPAT and any available accessibility evaluations to determine the product's conformance with WCAG 2.0 AA and its usability by students with disabilities?

Grievance Procedure

Does your school have a grievance procedure for disability discrimination complaints? Is the procedure posted in an accessible format and in an easy-to-find location on your school's website?

Does your school's grievance procedure identify who is responsible for conducting grievance investigations and does it include a timeline within which investigations and determinations must be completed?

Does it include a fair and timely appeal process?

If the grievance procedure requires students to complete a complaint form, has the form been tested for accessibility when used with screen access software?

Accessible Technology Training

Does your campus have an accessible technology training program that addresses the requirements of the ADA, available resources for students and instructors on disability-related matters, and grievance procedures?

Is accessible technology training provided to:

Employees responsible for writing or publishing web content;

An academic technology specialist from each of your institution's colleges, schools, and libraries;

Employees who provide support for educational technology, including LMSs, equipment, software, and applications;

Employees responsible for procurement of educational or digital technology;

Employees responsible for converting hard copy materials into electronic and alternate formats;

Professional-level employees in your institution's disability support services office;

Employees responsible for ADA compliance;

Faculty and their administrative assistants;

Teaching assistants and student assistants for any course in which at least one student is enrolled who is registered with the disability support services office; and

Student assistants hired or retained to accommodate students?

As appropriate, does the accessible technology training include the following topics?

Your institution's accessible technology policy;

Common assistive technologies and other aids and services used by individuals with disabilities to interact with computers, websites, equipment, and in learning inside and outside of the classroom;

Common technological accessibility barriers encountered by individuals with disabilities;

Common methods, resources, personnel, and time frames used to ensure that instructional materials, text books, and course equipment and devices are accessible;

Means by which one creates and provides accessible instructional materials in the classroom setting or by electronic delivery through course websites or email;

An overview of accepted accessibility standards;

Consideration of selecting course texts that have accessible electronic formats;

The process for requesting and receiving accommodations; and

Procedures on reporting to the disability support services office if a student reports to faculty or teaching assistants the existence of inaccessible course materials or technologies

Does your institution provide refresher accessible technology training on an annual basis?

Student Orientation

Does your campus new student orientation include a presentation on the resources available to students with disabilities, including:

The functions of the institution's ADA coordinator and disability support services office;

An overview of the accessible technology policy;

The process for requesting accommodations; and

The grievance policy and process pertaining to disability-related issues?

Technology Accessibility Audit

Has your campus completed a technology accessibility audit of all student-facing and faculty/staff-facing electronic and information technology (including enterprise-wide student-facing and faculty/staff-facing systems), and your school's public website to determine compliance with the following standards?

WCAG 2.0 AA and WAI-ARIA for web content;

ATAG 2.0 for software used to create web content;

UAAG 1.0 for web browsers, media players, and assistive technologies;

WCAG21CT for non-web software and content;

MathML 3.0 specifications for digital mathematical and scientific notation;

ICT Final Standards and Guidelines. In addition to websites, the ICT Section 508 Standards apply to electronic and information technology procured by the federal government, including computer hardware and software, websites, multimedia such as video, phone systems, and copiers. The ICT Section 255 Guidelines address access to telecommunications products and services, and apply to manufacturers of telecommunication equipment.

DAISY or EPUB3 for digital publications and documents;

EPUB Accessibility 1.0 for digital publications and documents;

BANA Guidelines and Standards for Tactile Graphics (2010) and Guidelines for the Production of Braille Materials through the use of Braille Production Software (2007) for hard copy Braille.

Have these findings been used to develop an Accessibility Action Plan with a timeline for accessibility remediation? Has this plan been communicated to all staff and faculty?

Is the Accessibility Action Plan available in an accessible format on your institution's public website?

Does the Accessibility Action Plan designate an Accessibility Coordinator responsible for the plan's implementation?

Instructional Materials

Does your campus provide resources for staff and faculty for making accessible instructional materials, co-curricular materials, EIT, and online courses? Have these resources been publicized to all staff and faculty, along with your school's policy that all materials and content be fully and equally accessible to individuals with disabilities? Suggested resources are available at the National Federation of the Blind Higher Education Accessibility Online Resource Center.

Does your disability support services office meet each semester with every student registered with that office who identifies as having a disability for which assistive technologies or the provision of instructional materials in alternate formats is necessary, and with his or her instructors to determine what alternate format the student needs for his or her instructional materials, what assistive technologies the student uses or needs, and what formats will work with the student's assistive technologies?

Does your institution make print textbooks available in a timely manner in the alternate accessible format requested by a student with a print disability, such as in Braille or an electronic format that complies with the EPUB3 standard, together with tactile graphics, description, or high resolution magnification?

Does the process for requesting an alternate format for a textbook include an accessible form that can be independently completed by a blind student?

Does your campus take care to not condition the provision of accessible information upon early registration?

Does your disability support services office verify accessibility before providing an electronic textbook to a student?

Does your campus ensure that tactile graphics comply with the Braille Authority of North America's "Guidelines and Standards for Tactile Graphics" and are proofed by a qualified proofreader?

Websites

Are your institution's public website, web interface to any student or staff information system, as well as web applications and web content accessible in accordance with WCAG 2.0 Level AA standards?

Are third-party content, websites, forms, and applications used by your institution to complete critical or important transactions (e.g., campus housing, campus dining, class registration, payment of bills, requests for transcripts, completion of required training) accessible in accordance with WCAG 2.0 AA?

Has your campus implemented processes to:

train all new content creators to create content and provide reference materials accessibly?

periodically monitor and remediate any barriers on any subsequently added web pages or content?

provide a prominent link on its website to an accessible form reporting any barriers for remediation?

conduct user testing to identify accessibility barriers to any major revisions of its website to ensure compliance prior to implementation of such revisions?

Contact the NFB

The National Federation of the Blind knows that blindness does not define blind students or their futures. We work to raise expectations and to remove obstacles between blind students are their dreams. The NFB's Center of Excellence in Nonvisual Access serves to share the considerable knowledge that the NFB and its partners have of web accessibility and access technology in order to bring about greater accessibility in government, education, business, and to promote best practices nationally.

Contact us for more information:

National Federation of the Blind
Center of Excellence in Nonvisual Access
200 East Wells Street at Jernigan Place
Baltimore, Maryland 21230
410-695-9314, option 5
Email: access@nfb.org

Student Testimonies

As a reminder of why accessibility on campus is necessary, the following students' stories attest to how access barriers can greatly impact, if not derail, college experiences and ultimately career successes. These are just a sample of the students who are affected by inaccessibility on campus.

A few semesters ago, I took a statistics class which had a significant online component. All homework was completed online, and there were myriad study tools which could be accessed electronically. I knew the class was going to be a challenge for me, math is not my strongest subject, but was looking forward to utilizing the online resources. Much to my disappointment, they were completely inaccessible to me. I was able to complete the assignments with the help of a sighted reader, but could not access the study material at my leisure as my sighted peers could. I don't mind struggling through an inherently challenging class, but when that struggle is compounded by inaccessible material, it is discouraging indeed. Conversely, when instructional materials are accessible, it opens up a world of opportunity to blind students. I am currently enrolled in a Master's program through Colorado State University's online campus. All required instructional material is accessible to me, and I am able to study at my leisure, hold down a job in my home town and be there for my son whenever he needs me. - Angela, California

My most recent encounter with inaccessible educational technology occurred when I took an introductory microeconomics course last semester. The weekly problem sets for the class were to be completed on a website called Aplia, and I discovered that assignments on this site cannot be read at all using screen reading software. I was therefore unable to complete these assignments independently, and had to rely on a human reader to recite the questions and enter my responses. Although I was able to complete the homework with the help of this assistant, I believe that not being able to do so on my own had a negative impact on my learning experience and potential. I often felt rushed while answering questions with a reader present, not wanting to take too much of their time. I also could not simply go back to the problem sets and study them at any time for an exam, as my fellow students were able to do ... It is critical for students with print disabilities to have the same opportunities to succeed academically and achieve their goals as non-disabled students. Currently, inaccessible educational technology is so pervasive that this kind of equality is not entirely possible, as so many academic resources are not available to us. - Kyra, California

I have had routine difficulties independently completing such necessary tasks as registering for classes, accessing online readings, filling out course evaluations, viewing my grades, communicating with various campus offices, reachable only through inaccessible online forms, etc., etc. (the list could go on for pages). I was once, as an undergraduate, initially informed I would not be eligible for a position as a tutor at my school's writing center solely, I was told, because the web interface the center used had not been made accessible. - Lucy, California

I have found many of my electronic readings to be poorly tagged in .pdf files that a text to speech screen-reading program cannot decipher. Instead of having access equal to that of my peers to course readings, the disability student services office has to convert the documents into text files and I have to wait to have access to the materials. This system is inefficient and it leaves me at a disadvantage to my classmates. This is one of many examples of access barriers I have encountered due to inaccessible technology. And stories like mine are all too common among blind college and graduate students. Why are blind students not receiving equal access to all aspects of education? It isn't because accessibility is difficult or expensive to achieve. And it isn't because universities are maliciously discriminating against blind students. It is simply because schools, for the most part, don't really understand what accessibility looks like. And, therefore, the schools do not know what accessibility features to demand from those who create the technologies they purchase and use. - Sean, Massachusetts

Throughout my time in college, technology has begun to play a more significant role in higher education. Now, some of the classes I am required to take for my major are mixed medium classes, meaning we meet once a week in a physical classroom and do the rest of the work online. This usually involves listening to lectures, or watching videos recorded by our teachers. Unfortunately, the video/audio player adopted by my university is inaccessible to me as a blind student. When I click on the link to access my lecture, I am taken to a page that my screen reader describes as blank. I cannot access the buttons to play the media file, let alone jump around in it to access different parts of the material. This means that I am at a severe disadvantage in comparison to my sighted classmates. - Karen, Nebraska

I didn't even take my math placement exam because it was not accessible, so I was forced to start with college algebra rather than potentially calculus. Therefore, majors with more than that as a requirement for me went right out of the window because I could not conceive success without braille or accessible web tools that described the content. - Cindy, Washington

The problem is not the fact that I am blind.The problem is the fact that inaccessible technology is woven into the fabric of the collegiate academic experience at many institutions.Nobody wants the technology to be inaccessible, but no one has guidelines on how to ensure that I can be welcome in higher education. Well-meaning institutions can and do go awry without these guidelines. - Justin, Louisiana

When you think of your college days, a variety of thoughts probably come to mind: dining hall food, late night studying, having fun with your friends, cramming for tests, and participating in activities that you found interesting. Many blind students have these memories as well, but they are tarnished with the memories of figuring out how to navigate a website that is not compatible with a screen reader, the anxiety of falling behind in class because reading materials are inaccessible, and the embarrassment of asking a friend or classmate for assistance navigating these issues.Think of how your recollection would change if you had to tackle these challenges on top of the daily stresses that every college student faces (such as how to pay for school, develop study techniques, maintain good relationships with friends etc.).I'm not saying that college is unbearable for blind students, but I am saying that we are currently at a disadvantage in the classroom. - Lizzy, Pennsylvania

# data[].attributes.attachment_link.title
Higher Education Accessibility Online Resource Center

# data[].attributes.attachment_link.description
Nationwide, colleges and universities embrace the idea of a diverse student body, inclusive of students with disabilities. But creating a campus that is physically and technologically accessible to students with disabilities takes leadership, planning, and commitment. Understanding internationally accepted accessibility guidelines and federal requirements and knowing who has pioneered a truly accessible campus are key in this endeavor.

# data[].attributes.headline
Making Documents and Presentations Accessible

# data[].attributes.subject
Making Documents and Presentations Accessible

# data[].attributes.attachment_link.readable_text
When you create a document or presentation, follow the tips below to make it more readable by everyone, including people with disabilities.

Include alt text

Alternative text for images, drawings, and other graphics provides screen reader users with an audio description of what's on screen. Otherwise, a user only hears the word "image" and could miss any relevant visual details.

Always provide alt text for any visual data if there are no other text annotations. Some images automatically include alt text. It's a good idea to verify that the automatic alt text is correct.

Add or edit alt text

1. Select an image, drawing, or graphic.

2. Use one of the following options:

For Docs: Click Image options Alt text.

For Mac: Press + Option + y.

For all other platforms: Press Ctrl + Alt + y.

For Slides: Click Format options Alt text.

For Mac: Press + Option + y.

For all other platforms: Press Ctrl + Alt + y.

For Sheets: At the top right corner, once you insert an image in a Sheet, click More Alt text.

3. Enter a description.

4. To add a title, select Advanced options.

Use tables for data

Use tables to present data, not to change the visual layout of the page. In the table, include a heading row rather than start with data in the first row.

Use comments and suggestions

Use the commenting and suggesting features instead of writing notes within the text of your document or presentation. Screen reader users can jump to comments using keyboard shortcuts rather than hunting through your file. The file owner can also receive email notifications or review comment threads.

Check for high color contrast

High color contrast makes text and images easier to read and comprehend. Web Content Accessibility Guidelines (WCAG) 2.0 recommend a minimum ratio of 4.5:1 for large text and 7:1 for other text and images. For example, avoid light gray text on a white background.

To check contrast, use one of these tools:

Use informative link text

Screen readers can scan for links, so informative link text is helpful. It's best to use the title of the page as the linked text. For example, if you link to your profile page, the linked text should say "my profile," not "click here."

Check text size and alignment

To make your document or presentation easy to read, use large, left-aligned text when possible. Justified text is more difficult to read because of extra space between the words. To change the alignment, press Ctrl + Shift + L (Windows or Chrome OS) or ⌘ + Shift + L (Mac).

Use text to support formatting

It's best not to rely on visual formatting alone to communicate meaning. Screen readers might not announce formatting changes, such as boldface or highlighting.

For example, to mark an important section of text, add the word "Important."

Use numbered and bulleted lists

Google Docs and Google Slides automatically detect and format some lists for accessibility. For example, if you start a new line in your document by typing the number 1 followed by a period, the new line automatically becomes the first item in a numbered list. Learn how to format bulleted and numbered lists.

Use headings to organize your document

Headings divide your document into sections, making it easier for people to jump to a section (especially if they're using keyboard shortcuts). You can use the default heading styles or create your own. Learn how to add and customize headings.

Include navigation landmarks in your document

Landmarks like headers, footers, page numbers, and page counts help your readers find where they are in your document. To maximize accessibility, especially in long documents, include one or more of these landmarks (available in the Insert menu).

Present slides with captions

When you present with Google Slides, you can turn on automatic captions to display the speaker's words in real time at the bottom of the screen. Learn how to present slides with captions.

Share a link to the HTML view of your presentation

The Google Slides HTML view displays your entire presentation in a single, scrollable HTML page, instead of one slide at a time. For some screen reader users, HTML pages can be easier to navigate.

To share a link to the HTML view of your presentation:

1. Use the keyboard shortcut Ctrl + Alt + Shift + p (Windows or Chrome OS) or ⌘ + Option + Shift + p (Mac).

2. Copy and paste the URL from your browser.

Publish to the web

When a document, spreadsheet, or presentation is published to the web, the published content is viewable as a single, scrollable HTML page. Screen reader users often find the HTML version easier to read.

Based on your account's settings, when you publish a file, you can make it visible to:

Everyone on the web

Everyone in your organization

A group of people in your organization

Learn how to publish to the web.

# data[].attributes.attachment_link.title
Make your document, presentation, and sheets more accessible

# data[].attributes.attachment_link.description
When you create a document or presentation, follow the tips below to make it more readable by everyone, including people with disabilities. Include alt text Alternative text for images, drawings, an

# data[].attributes.attachment_link.readable_text
You can type and edit by speaking in Google Docs or in Google Slides speaker notes.

Note: This feature is only available in Chrome browsers.

Step 1: Turn on your microphone

To use voice typing or voice commands, your computer microphone needs to be on and working.

Devices and microphones vary, so check your computer manual for instructions. Microphone settings are typically in the System Preferences on a Mac, or the Control Panel on a PC.

Step 2: Use voice typing

Type with your voice

Start voice typing in a document

1. Check that your microphone works.

2. Open a document in Google Docs with a Chrome browser.

3. Click Tools Voice typing. A microphone box appears.

4. When you're ready to speak, click the microphone.

5. Speak clearly, at a normal volume and pace (see below for more information on using punctuation).

6. When you're done, click the microphone again.

Start voice typing in Slides speaker notes

1. Check that your microphone works.

2. Open a presentation in Google Slides with a Chrome browser.

3. Click Tools Voice type speaker notes. The speaker notes open, and a microphone box appears.

4. When you're ready to speak, click the microphone.

5. Speak clearly, at a normal volume and pace (see below for more information on using punctuation).

6. When you're done, click the microphone again.

Correct mistakes while voice typing

If you make a mistake while you're typing with your voice, you can move your cursor to the mistake and fix it without turning off the microphone.

After you correct the mistake, move the cursor back to where you want to continue.

To see a list of suggestions, right-click words underlined in gray.

Languages that work with voice typing

Voice typing works in these languages and accents:

Afrikaans, Amharic, Arabic, Arabic (Algeria), Arabic (Bahrain), Arabic (Egypt), Arabic (Israel), Arabic (Jordan), Arabic (Kuwait), Arabic (Lebanon), Arabic (Morocco), Arabic (Oman), Arabic (Palestine), Arabic (Qatar), Arabic (Saudi Arabia), Arabic (Tunisia), Arabic (United Arab Emirates), Armenian, Azerbaijani, Bahasa Indonesia, Basque, Bengali (Bangladesh), Bengali (India), Bulgarian, Catalan, Chinese (Simplified), Chinese (Traditional), Chinese (Hong Kong), Croatian, Czech, Danish, Dutch, English (Australia), English (Canada), English (Ghana), English (India), English (Ireland), English (Kenya), English (New Zealand), English (Nigeria), English (Philippines), English (South Africa), English (Tanzania), English (UK), English (US), Farsi, Filipino, Finnish, French, Galician, Georgian, German, Greek, Gujarati, Hebrew, Hindi, Hungarian, Icelandic, Italian, Italian (Italy), Italian (Switzerland), Japanese, Javanese, Kannada, Khmer, Korean, Laotian, Latvian, Lithuanian, Malayalam, Malaysian, Marathi, Nepali, Norwegian, Polish, Portuguese (Brazil), Portuguese (Portugal), Romanian, Russian, Slovak, Slovenian, Serbian, Sinhala, Spanish, Spanish (Argentina), Spanish (Bolivia), Spanish (Chile), Spanish (Colombia), Spanish (Costa Rica), Spanish (Ecuador), Spanish (El Salvador), Spanish (Spain), Spanish (US), Spanish (Guatemala), Spanish (Honduras), Spanish (Latin America), Spanish (Mexico), Spanish (Nicaragua), Spanish (Panama), Spanish (Paraguay), Spanish (Peru), Spanish (Puerto Rico), Spanish (Uruguay), Spanish (Venezuela), Sundanese, Swahili (Kenya), Swahili (Tanzania), Swedish, Tamil (India), Tamil (Malaysia), Tamil (Singapore), Tamil (Sri Lanka), Thai, Turkish, Ukrainian, Urdu (India), Urdu (Pakistan), Vietnamese, Zulu

Add punctuation

You can use these phrases to add punctuation to your text:

Period

Comma

Exclamation point

Question mark

New line

New paragraph

Notes:

Punctuation works in German, English, Spanish, French, Italian, and Russian.

In Spanish, punctuation at the beginning of the sentence, like ¡ or ¿, must be typed.

Step 3: Use voice commands

After you start voice typing, you can use commands to edit and format your document. For example, "Select paragraph," "italics," or "Go to the end of the line."

Notes:

Voice commands are available only in English. The account language and document language must both be English.

Voice commands are not available in Slides speaker notes.

Select text

To select text, say these commands:

Select [word or phrase]

Select all

Select all matching text

Select list item

Select list items at current level

Select next character

Select next [number] characters

Select last character

Select last [number] characters

Select line

Select next line

Select next [number] lines

Select last line

Select last [number] lines

Select paragraph

Select next paragraph

Select next [number] paragraphs

Select last paragraph

Select last [number] paragraphs

Select word

Select next word

Select next [number] words

Select last word

Select last [number] words

Deselect

Unselect

Select none

Format your document

To format your document, say these commands:

Text formatting

Apply heading [1-6]

Apply normal text

Apply subtitle

Apply title

Bold

Italicize

Italics

Strikethrough

Subscript

Superscript

Underline

All caps [word or phrase]

Capitalize [word or phrase]

Note: "All caps" makes the word or phrase all capital letters. "Capitalize" capitalizes only the first letter.

Text color and highlighting

Text color [color]

Highlight

Highlight [color]

Background color [color]

Remove highlight

Remove background color

Note: The colors available are: red, red berry, orange, yellow, green, cyan, blue, cornflower blue, purple, magenta, black, white, and gray. For all colors except black and white, you can add "light" or "dark" along with numbers 1-3 (for gray, 1-4), such as "dark purple 3." If you say "highlight" by itself, the highlighting color is yellow.

Font size

Paragraph formatting

Alignment

Align center

Align justified

Align left

Align right

Center align

Left align

Right align

Columns

Lists

Create bulleted list

Create numbered list

Insert bullet

Insert number

Remove formatting

Clear formatting

Remove formatting

Remove bold

Remove italics

Remove strikethrough

Remove underline

Edit your document

To edit your document, say these commands:

Copy

Cut

Paste

Delete

Delete last word

Delete [word or phrase]

Insert link [then say the URL you want to use]

Copy link

Delete link

Insert table of contents

Delete table of contents

Update table of contents

Insert comment [then say your comment]

Insert bookmark

Insert equation

Insert footer

Insert footnote

Insert header

Insert horizontal line

Insert page break

Notes:

If you say "Delete" by itself, you delete the word before the cursor.

If you select the text of a URL and say "Insert link", the selected text becomes a hyperlink.

Add and edit tables

To add and edit tables, say these commands:

Insert table

Insert table [1-20] rows by [1-20] columns

Insert row

Insert column

Insert new column

Insert new column on the left

Insert new row

Insert new row above

Insert new row below

Delete column

Delete row

Delete table

Remove column

Remove row

Remove table

Exit table

Move around your document

To move around your document, say these commands:

Part 1

Part 2

Part 3

Example:
Go to end of paragraph

Go to

Move to

end of

start of

paragraph

column

line

row

table

document

Go to

Move to

next

previous

character

column

footnote

formatting change

heading

heading [1-6]

image

line

link

list

list item

misspelling

paragraph

row

table

word

page

Go

Move

forward

backward

[number] characters

[number] words

Go

Move

up

down

[number] lines

[number] paragraphs

Scroll

Resume voice typing

To move the cursor to the end of the paragraph and start voice typing again, say "Resume."

To move the cursor to the end of a particular word or phrase, say "Resume with [word or phrase]."

Here are all the commands you can say to resume voice typing:

Resume

Resume with [word or phrase]

Go to the end of the paragraph

Move to the end of the paragraph

Go to the end of the line

Move to the end of the line

Go to [word]

Commands to open help

To open a list of voice commands in your document, say these commands:

Voice typing help

Voice commands list

See all voice commands

Speak (for accessibility)

To use these commands, turn on screen reader support. It's best to wear headphones so the screen reader feedback isn't typed into your document.

Speak cursor location

Speak from cursor location

Speak selection

Speak selection formatting

Speak table row and column headers

Speak table cell location

Speak table column header

Speak table row header

Troubleshoot

If voice typing isn't working, try these steps.

"We're having trouble hearing you"

If you see an error message that says "We're having trouble hearing you," try the following:

Move to a quiet room.

Plug in an external microphone.

Adjust the input volume on your microphone.

Voice commands aren't working

If voice commands aren't working, try the following:

Speak more slowly and clearly

Pause before and after each command. The text of your command might show in the document for a moment. For example, if you say "select all," the words "select all" show up before your text is selected.

The microphone shows a bubble containing the most recent command. Verify that Docs or Slides heard the right command. If not, you can simply say "Undo."

How can we improve it?

# data[].attributes.attachment_link.description
You can type and edit by speaking in Google Docs or in Google Slides speaker notes. Note: This feature is only available in Chrome browsers. To use voice typing or voice commands, your computer microphone needs to be on and working. Devices and microphones vary, so check your computer manual for instructions.

# data[].attributes.attachment_link.readable_text
When you present slides, you can turn on automatic captions to display the speaker's words in real time.

This feature is available on Chrome devices in U.S. English.

Step 1: Set up your microphone

To use captions with Google Slides, your computer microphone needs to be on and working.

Devices and microphones vary, so check your computer manual for instructions. Microphone settings are typically in the System Preferences on a Mac, or the Control Panel on a PC.

Google Slides uses the computer's microphone or an external microphone paired with the computer.

Step 2: Present with captions

1. Connect to the Internet.

2. Open your presentation in Google Slides.

3. To start presenting, click Present or press the shortcut for your browser:

Chrome OS: Ctrl + Search + 5

Windows: Ctrl + F5

Mac: ⌘ + Shift + Enter

4. To turn on captions, click CC or press the shortcut for your browser:

Chrome OS or Windows: Ctrl + Shift + c

Mac: ⌘ + Shift + c

5. As you speak, captions appear at the bottom of the screen. Captions don't include punctuation.

6. To change text position or size, next to "CC" click the drop-down menu .

7. To turn off captions, click CC or press the shortcut for your browser.

Chrome OS or Windows: Ctrl + Shift + c

Mac: ⌘ + Shift + c

Tip: Captions are not stored.

Tips for using captions

If you present slides over video conferencing software (such as Hangouts Meet), captions show up on the shared screen. To set expectations for your audience, it's a good idea to tell them that captions are from Google Slides, not the video conferencing software, and that only the speaker's voice is captioned.

Some people find captions distracting, so you might want to ask your audience before turning on captions.

Captions and your microphone automatically turn off if there's no activity on your computer for 30 minutes.

Troubleshoot captions

If captions aren't working, try these tips:

Reduce background noise or move to a quieter room.

In your system and browser preferences, check your microphone settings.

Plug in an external microphone.

Check that your microphone is plugged in and isn't being used by another application.

Change the input volume on your microphone.

Restart your computer.

Clear your browser's cache.

Tip: Caption text is powered by machine learning. It depends on audio input from the speaker, including the speaker's accent, voice modulation, and intonation. As language understanding models use billions of common phrases and sentences to automatically transcribe spoken words, they can also reflect human cognitive biases. As a result, captions might not be a complete and accurate transcription of the speaker's words. Google is committed to making products that work well for everyone, and we're actively researching unintended bias, mitigation strategies, and ways to improve quality.

# data[].attributes.attachment_link.description
When you present slides, you can turn on automatic captions to display the speaker's words in real time. This feature is available on Chrome devices in U.S. English. To use captions with Google Slides, your computer microphone needs to be on and working. Devices and microphones vary, so check your computer manual for instructions.