Creating Accessible Word & PowerPoint Documents

Screen readers use heading structure to navigate documents. Users can jump between sections and understand document organization.

1. Select your heading text
2. Go to Home tab → Styles gallery
3. Choose Heading 1 for main title, Heading 2 for major sections, Heading 3 for subsections
4. Don't skip levels (e.g., don't go from Heading 1 directly to Heading 3)

Make text bold or larger to look like a heading. This is visual-only and provides no structure.

Screen readers cannot interpret images. Alt text describes the image content to users who cannot see it.

1. Right-click the image → View Alt Text (or Edit Alt Text)
2. Write a concise description of what the image shows or conveys
3. If the image is decorative (adds no information), check Mark as decorative

• Be concise: 1-2 sentences is usually sufficient
• Describe the content and function, not appearance
• For charts/graphs, describe the key data or trend
• Don't start with "Image of..." - screen readers already announce it's an image

Screen readers read tables cell by cell. Without proper structure, data becomes meaningless.

1. Use Insert → Table to create tables (don't draw them)
2. Select the header row → Table Design tab → check Header Row
3. Right-click header row → Table Properties → Row tab → check Repeat as header row at top of each page
4. Keep tables simple: avoid merged cells, nested tables, or blank cells

• Use tables for layout purposes. Tables should only contain tabular data.

Screen reader users often navigate by links. "Click here" doesn't explain where the link goes.

• Good: "View the UA accessibility policy"
• Bad: "Click here to view the policy"
• Bad: "Learn more at https://accessibility.arizona.edu/policies/web"

Low contrast text is difficult to read for users with low vision or color blindness.

• Use dark text on light backgrounds
• Avoid light gray text or pastel colors
• Don't convey information by color alone (add text labels or patterns)
• Test with the WebAIM Contrast Checker

Screen readers announce list items and counts, helping users understand document structure.

• Use Home → Bullets or Numbering
• Don't manually type dashes or numbers

Screen readers use the language setting for correct pronunciation.

• Select all text (Ctrl+A or Cmd+A)
• Review tab → Language → Set Proofing Language
• Choose English (United States) or appropriate language

Word's built-in checker catches common issues automatically.

• Review tab → Check Accessibility
• Review each issue in the Accessibility pane
• Click issues to navigate to them and follow recommended actions

Built-in layouts have proper reading order and structure. Custom layouts may read in wrong order.

• Home tab → Layout → choose appropriate layout
• Use Title Slide for first slide, Title and Content for body slides
• If you need custom layouts, create them in Slide Master with proper placeholders

Screen reader users navigate by slide titles. Duplicate or missing titles make navigation impossible.

• Always use the title placeholder
• If you don't want visible title, use View → Outline View to add titles that can be hidden
• Make each title unique and descriptive

Screen readers read slide elements in a specific order. Default order may not match visual layout.

1. Home tab → Arrange → Selection Pane
2. Items are read bottom to top in the Selection Pane
3. Drag items to reorder them logically (title first, then content)

Same as Word - visual content needs text descriptions.

1. Right-click the object → View Alt Text
2. Write a description of what the image conveys
3. For charts, describe the key data trend or conclusion

Presentations are often viewed at a distance or on small screens.

• Title text: 36pt minimum
• Body text: 24pt minimum
• Use high contrast colors (dark on light)
• Avoid busy backgrounds that reduce readability

Same principle as Word documents.

Include full URLs in speaker notes or handouts for in-person presentations, since people can't click slides.

Auto-playing content can be disorienting and interfere with screen readers.

• Set videos and audio to play on click, not automatically
• Provide controls for all multimedia
• Add captions to videos (see captioning guide)

Complex animations can be disorienting and may not convey information to screen reader users.

• Use animations sparingly and purposefully
• Avoid flashing content (can trigger seizures)
• Ensure content makes sense without animations

1. Review tab → Check Accessibility
2. Address each error and warning
3. Pay special attention to reading order and missing alt text

• Keep as .docx: The native format preserves accessibility best
• PDF export: Use File → Export → Create PDF/XPS with "Document structure tags for accessibility" checked
• Check the PDF: Open in Adobe Acrobat and verify tags are present

• Keep as .pptx: Best for accessibility and editability
• PDF export: Use File → Export → Create PDF/XPS
• Video export: Include captions if exporting to video format
• Provide notes: Share speaker notes as a separate accessible document

• check_box_outline_blank Built-in heading styles used (no skipped levels)
• check_box_outline_blank Alt text on all images
• check_box_outline_blank Table headers defined
• check_box_outline_blank Meaningful link text
• check_box_outline_blank Document language set
• check_box_outline_blank Accessibility Checker passed

• check_box_outline_blank Built-in slide layouts used
• check_box_outline_blank Every slide has unique title
• check_box_outline_blank Reading order verified
• check_box_outline_blank Alt text on all images/charts
• check_box_outline_blank Font size 24pt+ for body, 36pt+ for titles
• check_box_outline_blank Videos have captions
• check_box_outline_blank Accessibility Checker passed