MS Office Accessibility - Word and PowerPoint

6 tips for creating accessible documents

This presentation introduces you to 6 basic accessibility guidelines for making your documents, emails, and PowerPoints accessible for everyone. Topics covered include color contrast, proper use of hyperlinks, alternate text for images, etc. The series includes a 20-minute presentation and a 20-minute “how-to” session demonstrating the steps you need to create your accessible content.  

Your mission, if you choose to accept:

General Techniques for Word and PowerPoint

  • Use headings correctly to organize the structure of your content.
  • Add alternate text (alt text) to images and objects, this includes SmartArt graphics
    • If images include text, such as a flyer with event information, make sure the text is included in the alt text or document.
    • Follow the textbook example when including charts/graphs: describe the concept/reason for the image along with displaying the image
  • Hyperlink text should be easy to understand and use descriptive text
    • Avoid the use of "click here" or vague link language.
    • Edit the hyperlink so that it contains a title for the link along with the link's location.
    • Consider including the link for those who are viewing a printed version of the document
  • Use good color contrast and select colors carefully
    • Avoid text over an image
    • Convey emphasis through use of a symbol or language, not only through color
  • View more about Microsoft's Office Accessibility Checker
  • Get accessible templates for Office
  • Watch Microsoft's Accessibility Video Trainings

PowerPoint Tips

  • Use of the PowerPoint slide layout templates is the most significant thing you can do to ensure your content is accessible
    • Don't use Text boxes: Presentation designers often use "Insert Text box" to create a unique slide layout.  This process makes the content contained in the text box inaccessible to many users.
  • Title all slides with a unique name
  • If a specific slide layout is desired, use the Slide Master Tool to edit slide layout. 
  • Videos: Open caption any videos you insert into your slides (DRC is available for assistance; accessibility@arizona.edu)
  • Handouts:  Think about extracting the text and creating an outline of your presentation rather than printing the slides (it saves paper!)
  • Watch our video "How to create an accessible Power Point presentation" (5 minutes)

Additional Resources

Disability Resources (DRC) is YOUR resource for ensuring accessible content!

For Support or Consultation: