How to Use the Accessibility Checker in Word, PowerPoint, and Excel

Why Accessibility Matters

Accessible documents benefit everyone, not just users with disabilities. They improve clarity, usability, and professionalism, and they help institutions meet legal and ethical responsibilities for inclusive access.

By using the Accessibility Checker in Word, PowerPoint, and Excel, you can confidently share content that works for every reader.

Creating accessible documents helps ensure that everyone, including people who use screen readers, keyboard navigation, or other assistive technologies, can access and understand your content. Microsoft Word, PowerPoint, and Excel each include a built-in Accessibility Checker that helps identify and fix common accessibility issues before you share a file.

This article explains what the Accessibility Checker does, how to run it, and how to review and fix issues in each application.

What Is the Accessibility Checker?

The Accessibility Checker scans your document, presentation, or spreadsheet and flags potential barriers for users with disabilities. For each issue, it explains why the issue matters and provides steps to fix it.

The checker looks for items such as:

  • Missing alternative (alt) text on images
  • Poor color contrast
  • Missing slide titles
  • Improper heading structure
  • Unclear table structure
  • Sheet names that are not descriptive

Using the checker helps you follow accessibility best practices and align with standards such as WCAG (Web Content Accessibility Guidelines).

How to Run the Accessibility Checker (All Apps)

The steps are similar in Word, PowerPoint, and Excel:

  1. Open your file.
  2. Select the Review tab on the ribbon.
  3. Choose Check Accessibility.

The Accessibility pane will open on the right side of your screen and remain open as you work.

Understanding Accessibility Checker Results

The checker groups issues into categories:

  • Errors – Content that makes the file very difficult or impossible to use with assistive technology. These should be fixed first.
  • Warnings – Content that may be confusing or less usable.
  • Tips – Suggestions to improve accessibility even if the content still functions.

Selecting an item in the Accessibility pane highlights the problem area in your document and shows recommended actions.

Using the Accessibility Checker in Microsoft Word

In Word, the Accessibility Checker focuses heavily on document structure and readability.

Common Issues in Word

  • Images without alt text
  • Headings used incorrectly (for example, skipping heading levels)
  • Tables without header rows
  • Very long paragraphs that are difficult to read

How to Fix Common Word Issues

Add Alt Text

  1. Select an image.
  2. Right‑click and choose View Alt Text.
  3. Enter a brief description explaining the image’s purpose.

Fix Headings

  • Use Heading styles (Heading 1, Heading 2, etc.) instead of bold or large text.
  • Headings should follow a logical order, like an outline.

Improve Tables

  • Ensure tables are used for data, not layout.
  • Identify a header row using Table Design > Header Row.

Using the Accessibility Checker in PowerPoint

In PowerPoint, accessibility focuses on how slides are organized and read by screen readers.

Common Issues in PowerPoint

  • Missing slide titles
  • Objects not read in a logical order
  • Images without alt text
  • Poor color contrast between text and background

How to Fix Common PowerPoint Issues

Add Slide Titles

  • Every slide should have a unique title.
  • If you don’t want the title visible, insert one and move it off‑slide rather than deleting it.

Check Reading Order

  1. Select Home > Arrange > Selection Pane.
  2. Arrange items from top to bottom in the order they should be read.

Add Alt Text to Images

  • Right‑click the image → View Alt Text.
  • Describe the image purpose, not every visual detail.

Using the Accessibility Checker in Excel

In Excel, accessibility focuses on how users navigate and understand data.

Common Issues in Excel

  • Missing or unclear worksheet names
  • Merged cells
  • Tables without headers
  • Blank rows or columns inside data

How to Fix Common Excel Issues

Rename Worksheets

  • Replace defaults like “Sheet1” with descriptive names such as “Budget 2026” or “Enrollment Data.”

Use Tables with Headers

  1. Select your data.
  2. Choose Insert > Table.
  3. Confirm the My table has headers option.

Avoid Merged Cells

  • Merged cells can confuse screen readers.
  • Instead, use alignment or formatting to achieve the same visual look.

Best Practices for All Files

  • Run the Accessibility Checker before sharing files via email, Teams, Canvas, or websites.
  • Fix all Errors first, then review Warnings and Tips.
  • Use clear, simple language whenever possible.
  • Avoid relying on color alone to convey meaning.
  • Re‑check accessibility after making major edits.

 

Print Article