The Center for Teaching and Learning Excellence is committed to ensuring course content meets the Web Content Accessibility Guidelines (WCAG). Meeting these guidelines is essential to fostering an accessible learning environment. WCAG provides a framework for making web materials perceivable, operable, understandable, and robust for ALL users, including those with disabilities. By adhering to these standards, we not only comply with legal and institutional requirements but also uphold our commitment to access and academic success for every student. Accessible content benefits everyone, improving usability across devices and learning contexts.

Many of the accessibility strategies shared on this page are designed not only to meet accessibility standards but also to help you work more efficiently. These approaches aim to reduce repetitive tasks, streamline your course-building process, and ensure your content remains accessible and adaptable for future terms.

By applying these best practices now, you are setting yourself up for long-term success.

Explore the full list of Web Content Accessibility Guidelines (WCAG)

Support for Commonly Used Tools

Click the tabs below to explore a collection of resources from trusted sources, aimed at helping you develop accessible content for your course(s).

Canvas

Canvas Best Practices

Start with Built-In Accessibility Tools
1. Check content within the tool you used to create it before using additional accessibility tools.
2. If you're using a DesignPLUS theme, begin with the DesignPLUS Accessibility Checker. This helps preserve formatting and address issues directly within the design environment.
Test with Assistive Technologies
- Regularly test your course using screen readers (such as NVDA or JAWS) and keyboard-only navigation to ensure usability for all learners.

Canvas Accessibility Overview Video

Canvas Accessibility Checker

Launch the Accessibility Checker

Once you have reached a page you would like to have checked, click on the Edit button in the upper right have corner of your screen.
At the bottom of the Rich Text Editor, click on the icon of a person inside a circle to launch the checker.
The Accessibility Checker will open on the right side of your screen. Here, the checker will take you through any of the inaccessible items it finds and how to adjust them to meet those requirements.

Canvas Keyboard Navigation

Canvas provides easy access to keyboard navigations, which allow the user to navigate the information without the use of a mouse.

Launch Keyboard Shortcut Menu

Once you have reached a page you would like to have checked, click on the Edit button in the upper right have corner of your screen.
At the bottom of the Rich Text Editor, click on the icon of a keyboard to open the Keyboard Shortcut Menu.
Menu shortcuts can be used for anyone viewing the page.

DesignPLUS Accessibility Checker

DesignPLUS Accessibility Overview Video

Launch DesignPLUS with the Keyboard Shortcut Alt-Shift-D
Click the center button on the DesignPLUS toolbar that shows a person inside a circle. When there is a red exclamation point, this shows you that there are accessibility errors.
Click on the Accessibility items that have a red tag on them with an exclamation point and a number. DesignPLUS will then support your accessibility.

Simple Syllabus

Simple Syllabus Best Practices

Sequential Review
- The checker lists issues in order; resolve them one at a time until the panel shows that all issues are cleared.
Follow the Guided Navigation
1. When you open the checker, a fly-out menu automatically brings you to the first issue in the document.
Early and Often
- Don’t wait until the end of editing your syllabus; open the Accessibility Checker periodically as you build out content.

Simple Syllabus Accessibility Overview

Locate and Launch

The "Accessibility Checker" can be found on the bottom right-hand side of the syllabus.
Once you click the "Accessibility Checker" icon, a fly-out menu will open. The syllabus will move into each area of the syllabus where the first accessibility issue is located.

Solve Accessibility Issues

The "Accessibility Checker" will display:

the number of issues
what you need to do to solve them
a field where you can take care of the issue from within the "Accessibility Checker"

Accessibility Checker showing issue 1 of 5 prompting to add a table caption for the syllabus table.

Submit Syllabus

Once all accessibility issues have been resolved, you will see a party popper in the "Accessibility Checker" box and the following message will appear. "All detected accessibility issues have been resolved!"

Now the submit button is blue and you are able to submit your syllabus for approval.

Accessibility Checker showing issue 1 of 5 prompting to add a table caption for the syllabus table.

Kaltura

Kaltura Best Practices

Add Captions & Transcripts
1. Kaltura generates captions and transcripts for your videos.
2. Review and edit auto-generated captions to ensure accuracy and clarity.
Narrate Important Visual Elements
- Describe key visuals verbally by integrating visual descriptions naturally into the narration (e.g., “As you can see on the chart…”).
- Mention text on screen if it’s essential to understanding the video.
Embed Videos Thoughtfully in Canvas
- Use descriptive headings and context around the video.
- Ensure the video is placed in a logical reading order for screen readers.

All videos must include captions for spoken content.

Captions provide a text version of the dialogue and are presented in the same language as the video. They ensure accessibility for individuals who are deaf or hard of hearing, and also benefit viewers who prefer watching without sound.

Important Note: Videos uploaded to Kaltura starting in Fall 2025 will automatically generate captions for content spoken in English. For videos uploaded prior to that term, we recommend checking to ensure captions are present and accurate. If they are missing or inaccurate, you can follow the instructions below.

Add Captions to Videos

1. Select Kaltura My Media from the Global Navigation Bar in Canvas. The My Media page will display.
2. Check the box(es) next to the desired video(s), then select Caption & Enrich from the Actions menu.
3. After selecting Captions & Enrich from the menu, the Order Captions & Enrichment Services screen displays.
4. Complete the following fields:
  - Service - Select 'Machine'.
  - Source Media Language - Select the source language of the video from the drop-down menu. The captions must be ordered in the same language as the video's source language. For example, if the video is in Spanish, you can only order Spanish captions.
  - Feature - Select 'Captions'.
5. Click Submit. A confirmation message displays: Your request has been received. Your video will automatically be updated upon completion.

Edit Video Captions

After ordering the captions for your videos, you may want to review them to ensure that the machine generated captions are accurate. To review and edit your captions:

Select Kaltura My Media from the Global Navigation Bar in Canvas. The My Media page will display.
Locate the desired media and click the pencil icon at the far right. The Edit Media Page will display.
Click the Captions tab.
Click Edit captions. The closed captions editor displays.
Edit your captions in the Captions Editor.

Want to learn more about the Kaltura's Captions Editor?

Learn more about the Captions Editor

Adobe PDF

PDF Best Practices

Below are the steps for using Adobe Acrobat to make your PDFs accessible. It's important to note that, since we are approaching this from the perspective of accessibility within our Canvas Learning Management System (LMS), a better practice is to extract the text, diagrams, images, and other content from the reference PDF and paste it directly into your course pages in Canvas.

Although this strategy adds an extra step now, it eliminates the need for future accessibility checks outside of Canvas and ultimately saves future you time and frustration!

Overview

You can use Acrobat to make PDFs meet the common accessibility standards, such as the latest version of the Web Content Accessibility Guidelines (WCAG) and PDF/UA (Universal Access, or ISO 14289).

Acrobat provides the following accessibility tools:

Prepare for accessibility: A predefined action automates many tasks, checks accessibility, and provides instructions for items that require manual fixes. Quickly find and fix problem areas.
Check for accessibility: It verifies whether the document conforms to accessibility standards, such as PDF/UA and WCAG 2.0.
Open accessibility report: This report summarizes the findings of the accessibility check and contains links to tools and documentation that assist in fixing problems.
Reading options: It includes settings for the available reading options.
Fix reading order: The Reading Order tool can examine the structure, reading order, and contents of a PDF.
Save as accessible text: This allows you to read the saved text file in a word-processing application and emulate the end-user experience of readers who use a braille printer to read the document.

Check accessibility of PDFs (Acrobat Pro)

You can use the Prepare for accessibility tool to check and make a PDF accessible. It prompts you 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 a Prepare for accessibility action on all PDFs except dynamic forms (XFA documents) or portfolios.

Open the PDF, and then, from the global bar in the upper left, select All tools, select View more, and then select Prepare for accessibility.
Prepare for accessibility panel with a list of available actions appear on the left panel.
From the left panel, select Check for accessibility.
From the Accessibility Checker Options dialog, select the options as required and then select Start Checking.
Once the check is complete, it displays a panel on the right that lists the accessibility issues. Select each issue type drop-down to view the details and make fixes, as suggested.

Since the Accessibility Check feature does not distinguish between essential and nonessential content types, some reported issues may not affect readability. We suggest that you review all issues to determine the ones that need correction.

The report displays one of the following statuses for each rule check:

Passed: The item is accessible.
Skipped By User: Rule was not checked because it wasn't selected in the Accessibility Checker Options dialog box.
Needs Manual Check: The Full Check/Accessibility Check feature couldn't check the item automatically. Verify the item manually.
Failed: The item didn't pass the accessibility check.

To view a complete report of the check, from the left panel, select Open accessibility report. It displays a detailed report in the right panel.

Fix accessibility issues (Acrobat Pro)

To fix a failed check after running the Prepare for accessibility check, select ellipsis in the Accessibility Checker panel on the right and select one of the following options from the context menu:

Fix: Acrobat either fixes the item automatically or displays a dialog box prompting you to fix the item manually.
Skip Rule: Deselects this option in the Accessibility Checker Options dialog box for future checks of this document, and change the item status to Skipped.
Explain: Opens the online Help where you can get more details about the accessibility issue.
Check Again: Runs the checker again on all items. Choose this option after modifying one or more items.
Show Report: Displays a report with links to tips on how to repair failed checks.
Options: Opens the Accessibility Checker Options dialog box, so you can select which checks are performed.

MS Teams

MS Teams Best Practices

Provide Captions and Transcripts
1. Enable live captions in Teams meetings.
2. Enable transcripts for every Teams meeting and upload to Canvas for students' future reference.
Narrate Important Visual Elements
- Describe key visuals verbally by integrating visual descriptions naturally into the narration (e.g., “As you can see on the chart…”).
- Mention text on screen if it’s essential to understanding the video.

Microsoft Teams offers a variety of built-in features and tools designed to support accessibility and ensure an inclusive experience for all users. Whether you're navigating the platform with a screen reader, using captions during meetings, or customizing your interface for better visibility, these resources can help you make the most of Teams.

Click the tabs below to view a curated list of helpful tips, settings, and support options to enhance accessibility in MS Teams.

Organizing Teams Meetings/Webinars

Plan for an Accessible Meeting or Live Event

When planning a meeting or event, ask participants what type of accessibility they need. You can include this question on a registration form, for example.
For a live event, consider using a production crew that can provide multiple camera feeds, so the speaker's camera is also visible to the audience. This enables people who are lip readers to follow along.
Make sure there is adequate lighting on the person speaking. People who read lips need to see the speaker's lips clearly.
Suggest that speakers wear colors that contrast with their skin tone to improve visibility. Otherwise, lighting can wash out faces and make lip reading difficult.

Gather and Share the Material

To make it easier for everyone to follow the presentations in a meeting or live event, ask presenters to deliver the content they'll be sharing in advance if possible. Remind presenters that their material should be accessible. Make the links to the material available to the audience before the meeting or event.
Ensure the short aka link to the material is displayed on the opening slide of the presentation and in the event announcements leading up to the broadcast.
Make sure the materials are also available after the meeting or live event, including the recording.

Provide Info on How to Easily Access the Meeting

Let participants know how to access the meeting or event using alternative methods, such as keyboard shortcuts or voice assistance.
Provide a direct link to join the live event for those using a computer or smart device. However, remember that some individuals may not have easy access to the internet. Include the dial-in number in the invitation along with the meeting link.
Select the easy access options to let people join a meeting in progress from within Microsoft Teams. Meeting organizers can now quickly and easily change presenter and lobby settings once a meeting starts by using a direct link in the participants pane. This functionality is available for both scheduled and Meet Now instant meetings.

Turn on transcriptions and captions

When you use captions or transcriptions, people who are deaf, hard-of-hearing, or have a learning disability like dyslexia, for example, can follow the meeting audio as text. It is also possible to capture the text version of a Microsoft Teams call and save it for later use.
For detailed info on how to use captions and transcriptions, go to View live transcription in a Teams meeting, Edit the transcript of a meeting recording in Teams, Use live captions in a Teams meeting, and Use CART captions in a Microsoft Teams meeting (human generated captions).

Include Live Captions

Microsoft Teams can detect what's said in a meeting or live event and present real-time captions. Live captioning provides everyone an equal opportunity to access and enjoy the meeting or event in an accessible way.
In a Microsoft Teams meeting, you can use live captions directly from the meeting window. For instructions, refer to Use live captions in a Teams meeting.
When scheduling a Microsoft Teams live event, select the Captions option in the language you will be speaking, and up to six additional languages to reach an even broader audience. For instructions, refer to Use live captions in a live event.
To use live captions in a meeting, go to your meeting controls at the top of the screen and select More actions > Language and speech > Show live captions

Share the meeting or live event recording

When you're scheduling a live event, select the relevant recording options to make the recording available for everyone.
Share the recording and other materials after the meeting or live event so attendees can review them on their own time. Ensure recordings of the event have accurate time synced closed captions.
For more information on recording meetings and events, see Record a meeting in Teams and Manage a live event recording and reports in Teams.

Spotlight a video

If you're a meeting organizer or presenter, you can spotlight someone's video to pin it for everyone in the meeting. For example, you can spotlight a sign language interpreter's video so that participants with a hearing disability can easily access and focus on the interpreter's video.
For the step-by-step instructions on how to use spotlight, go to Spotlight someone's video in a Teams meeting.

Presenting/Speaking in Teams Meetings

Before Your Presentation

Make sure the material you're sharing is accessible to everyone. Check out best practices on how to Make your PowerPoint presentations accessible to people with disabilities or Create accessible PDFs..
Use the Accessibility Checker to ensure your material meets accessibility standards. For instructions, go to Improve accessibility with the Accessibility Checker.
Make the material you're sharing in your presentation available to attendees or the organizer before the meeting or event. Provide a link to the PowerPoint slides, PDFs, or any other material in advance. This allows the audience to familiarize themselves with the content and follow your presentation more easily.
Turn on Transcriptions and captions

During Your Presentation

Turn on Transcriptions and Captions! When you use captions or transcriptions, people who are deaf, hard-of-hearing, or have a learning disability like dyslexia, for example, can follow the meeting audio as text. It is also possible to capture the text version of a Microsoft Teams call and save it for later use.
Introduce yourself prior to your presentation.
Check with attendees to ensure you're speaking at a comfortable pace and volume.
At the beginning of your meeting or event, give a short summary of your presentation to let your audience know what to expect.
State your major points first before going into details. Stick to one topic at a time to avoid confusing your audience.
Talk slowly and clearly, and use plain language to make the meeting or event more understandable and accessible to attendees with disabilities as well as individuals with limited English proficiency. Use everyday words, define technical terms, and omit unnecessary jargon. Use short sentences and speak in the active voice.
If you're using a slide deck, read the slide title every time you advance to a new slide. Before discussing the slide, describe any images such as photos, graphs, or charts.
Describe any meaningful content shown on screen, including images. If you're showing videos, try to use an audio-described version.
Describe each demo before and after. Alternatively, share the screen reader audio during demos. To silence the screen reader when you're talking, press the Ctrl key.

Sharing Slides During Your Presentation

Powerpoint Live in Teams Video Thumbnail Image

Watch the PowerPoint Live video here

Use PowerPoint Live when sharing Presentations in Teams to create the most accessible experience. PowerPoint Live in Teams helps presenters give their audience an accessible, engaging experience. It combines the best parts of presenting in PowerPoint with the collaboration features of a Microsoft Teams meeting.

Presenters have a unique view that lets them control their presentation while staying engaged with their audience. While presenting, you can see people’s videos, raised hands and reactions, and more.

Audience members can go through slides on their own without affecting the live presentation. They can also customize their viewing experiences with captions, high-contrast slides, and translated slides.

Present your slides

Select Share in your meeting controls. In the PowerPoint Live section, select the PowerPoint file you want to present. If you don’t see the file in the list, select Browse OneDrive or Browse my computer.
If your presentation is open in the PowerPoint desktop app, select Present in Teams at the top of the file.
If you're in PowerPoint for the web, select Present > Present in Teams.

Your slides will appear in the Teams meeting with your notes next to them.

Navigate through the slides

You have several tools to use while you present your slides:

Use the navigation arrows to go forward and backward.
Use the thumbnail strip to jump ahead or backwards.
Select Go to slide to see a grid view of all slides in the presentation. Select one to jump to it.

Stay connected to your audience

When you present in PowerPoint Live, you have quick access to meeting features. See your audience, read messages in chat, and more. This is especially helpful if you’re presenting from a single screen.

Turn Chat on or off to view what your audience is saying.
See audience reactions and raised hands in real-time.
Select Layout in your meeting controls to change what your audience sees.
Use the Laser pointer, Pen, Highlighter, or Eraser to clearly reference items on your slides.

Learn More About PowerPoint Live in Teams

Participating in Teams Meetings

Tip 1: Turn on live captions

Teams can detect what's being said in a meeting and present real-time captions.

To use live captions in a meeting, go to your meeting controls and select More options > Turn on live captions (preview).

The Turn on live captions option in the Teams meeting options menu

For more information on live captions, see Use live captions in a Teams meeting

Tip 2: Pin important people in your meetings

If you're using a sign language interpreter in your meetings, you can pin their video on your screen so it's always visible regardless of who is talking.

To pin a video, right-click on the video and select Pin.

Tip 3: Use the shortcut to quickly turn your camera on or off

To make signing and lip reading as easy as possible, you can toggle your camera on or off by pressing Ctrl+Shift+O.

Tip 4: Access meeting recordings and transcripts

After a meeting or live event, you can refer to recordings and transcripts for a record of what was discussed.

For more information on meeting recordings, see Play and share a meeting recording in Teams.

Tip 5: Pop out the meeting into a separate window

Popping out the meeting into a separate window lets you still use Teams to chat and browse meeting related documents.

To have meetings open in separate windows, go to Settings > General, and make sure that the Turn on new meeting experience setting is enabled.

Messaging in Teams

Accessible chat and channel messages are easy to read and understand for everyone. For example, screen reader users can quickly scan long messages if you structure them well using built-in heading styles and lists. You can also use descriptive subjects in your messages, add alt text to images, and choose appropriate emoticons and emojis to make your messages as accessible as possible.

Create Accessible Headings

Using descriptive headings in your channel and chat message bodies helps readers quickly scan your message—both visually and with assistive technology—and understand what your message is about.

Ideally, headings explain what a section in your message covers. Use built-in heading styles and create descriptive heading texts to make it easier for screen reader users to determine the structure and navigate the headings.

Organize headings in a logical order and avoid skipping levels. For example, use Heading 1, then Heading 2, and then Heading 3—rather than jumping between levels. Break information into small chunks, ideally with each heading covering only a few paragraphs.

In the expanded message compose box, place the cursor where you want to create a heading.
Select the drop-down list for styles (Rich styles), and then choose the heading style you want.

The Styles button and list in Microsoft Teams.

Avoid Using Tables

In general, avoid tables when possible and present data using paragraphs with headings. Fixed-width tables can be difficult to read for people using Magnifier, as they force content into a specific size, making fonts very small and requiring horizontal scrolling—especially on mobile devices.

If you must use tables, follow these guidelines to make them as accessible as possible:

Avoid fixed-width tables.
Edit hyperlink texts in tables so they make sense and don’t break mid-sentence.
Ensure tables are readable with Magnifier. Preview your message on a mobile device to confirm it doesn’t require horizontal scrolling.

Add Alt Text to Visuals in Chat Messages

Alt text helps people who can't see the screen understand the important content in visuals. Briefly describe the image and its intent. Screen readers will read this text aloud to users.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text, repeat that text in the message content and mention it in the alt text.

If an image is decorative, mention that in the alt text.

Tip: To write effective alt text, convey the content and purpose of the image concisely and clearly. A short sentence or a few well-chosen words usually suffice. Avoid repeating surrounding text or using phrases like “a graphic of” or “an image of.” For more guidance, refer to Everything you need to know to write effective alt text.

To add alt text:

Paste the image into your chat message.
Right-click the image and select Add alt text.
Type the alt text in the dialog box.
Select Save.

Note: Currently, it’s not possible to add alt text to attached images or images in channel messages.

Use Accessible Font Size, Color, and Text Formatting

Accessible fonts and formatting help ensure that messages are readable by everyone, including people with low vision, reading disabilities, or blindness. Proper formatting improves legibility and readability, and ensures compatibility with high contrast modes.

For the step-by-step instructions on how to change font size and format text, go to Change message font size in Teams and Format a message in Teams.

Tips:

Use the Automatic setting for font colors to ensure visibility in high contrast mode.
Avoid using all capital letters, excessive italics, or underlines.
Add underlines to color-coded hyperlinks so users who are colorblind can identify them.
Choose Large from the available font sizes in Teams messages.

Create Accessible Hyperlinks

Screen reader users often scan a list of links, so hyperlink text should clearly describe the destination. If the page title accurately summarizes the content, use it as the link text.

For instructions, refer to Send a file, picture, or link in Teams. For example, this hyperlink text matches the title on the destination page: Create more with Microsoft templates. Avoid using link texts such as "Click here," "See this page," Go here," or "Learn more."

Create Accessible Lists

To help screen readers interpret your messages, organize information into bulleted or numbered lists.

Avoid inserting plain paragraphs in the middle of a list, as this can confuse screen readers and disrupt list navigation.

To create a list:

In the expanded message compose box, place the cursor where you want the list.
Select the Bulleted list or Numbered list button .
Type your list items.

Choose Your Emojis, Emoticons, and GIFs Carefully

If you use emojis, emoticons, or GIFs in your messages, select them carefully and keep your audience in mind. Use them occasionally for emphasis rather than trying to communicate your entire message with them.

Preferably, use emojis or emoticons that do not move, instead of those that move continuously. Use with caution the ones that move briefly. While these moving symbols might be entertaining for some, others might find them distracting and may have difficulty focusing on your message.

Some of your readers might be using screen readers or other assistive technologies, magnification tools, zoom features, or a different color scheme on their computer, such as high contrast mode. To ensure emojis, emoticons, or GIFs are accessible, do the following:

Test what the emojis and emoticons look like when magnified, for example, to 200%.
Make sure there is alt text. Add alt text if possible, or describe the emoji, emoticon, or GIF within the message body.
If you're using emojis, emoticons, or GIFs in place of text, select ones with good color contrast.
Use common symbols whose meaning your readers are likely to recognize. For example, an avocado emoji to reference healthy eating might not be understood by everyone.
For people with cognitive disabilities, novelty or unusual emoticons, emojis, and GIFs can make your message harder to understand. For example, some people might not be able to decode a sideways emoticon.

Test Accessibility with Immersive Reader

Once you've posted your message, try reading it with Immersive Reader to check how it sounds. If you notice any accessibility issues, you can edit the message and repost it.

For step-by-step instructions, go to Use Immersive Reader in Microsoft Teams.

Want to learn more about accessibility in Microsoft Teams?

This page contains an overview of the many accessibility features that make sure all users have the best possible experience.

Accessibility Tools in Microsoft Teams

MS Word

MS Word Best Practices

Start with Built-In Accessibility Checker
- Use the built-in Accessibility Checker in Microsoft Word before using additional accessibility tools and before embedding in Canvas or distributing.
Use MS Word Templates and Pre-Set Styles
1. Start with an accessible template to ensure consistent structure and formatting from the beginning.
2. Use built-in heading styles (e.g., Heading 1, Heading 2) to create a clear document hierarchy that screen readers can interpret.

Use the Accessibility Checker

Check Document Accessibility in Word Video Thumbnail

Learn how to open and use the Accessibility Checker to find issues that make Word difficult for people with disabilities.

Click the button below to view the video.

Watch the video here

Select the Review tab.
Select Check Accessibility to open the Accessibility pane on the right.

Tip: For Word, Excel, and PowerPoint desktops, select the lower half of the Check Accessibility button for more options.
In the Accessibility pane, review and address the findings under Inspection Results.

Apply recommended actions

In the Accessibility pane, you'll see a list of errors and warnings, with how-to-fix recommendations for each.

To quickly correct the issues, apply one of the recommended actions. For more information on how the findings are categorized, see Rules for the Accessibility Checker.

In the Accessibility pane, select an issue under Warnings or Errors. The list will expand and show the items and objects affected by the issue.

Tip: Select the item or object to view the exact location of the affected item or object.
To address the issue, select the down arrow button next to it and open the Recommended Actions list.
To apply a fix, select an action from the Recommended Actions list. To view more options, select the right arrow button next to the action (if available).
Go through and resolve each issue under Warnings and Errors.

Want to learn more about accessibility in MS Word?

Improve accessibility with alt text

Learn how to add alt text to images and objects.

Alt text can be read by screen readers, and helps people who are blind or who have low vision understand what images and other objects are in a document.

Learn more about Alt Text

Improve accessibility with heading styles

Learn how to use headings in your documents.

Headings are a great way to tell people what they need to know quickly. Learn how to use styles for headings to make your documents easier to navigate.

Learn more about Heading Styles

Create accessible links in Word

Learn how to use create easy-to-understand links.

If you have hyperlinks in your document, changing their display text to ordinary language can make them much easier to understand for users who rely on screen-reading programs.

Learn more about Accessible Links

Create accessible tables in Word

Learn how to create accessible tables.

Tables organize information visually and help you show relationships between things. Learn how to set up tables so they can be read out loud to people who use a screen reader.

Learn more about Accessible Tables

MS PowerPoint

MS PowerPoint Best Practices

Start with Built-In Accessibility Checker
- Use the built-in Accessibility Checker in Microsoft PowerPoint before using additional accessibility tools and before embedding in Canvas or distributing.
Use MS PowerPoint Templates and Pre-Set Styles
1. Start with an accessible template to ensure consistent structure and formatting from the beginning.
2. Use built-in heading styles (e.g., Heading 1, Heading 2) to create a clear document hierarchy that screen readers can interpret.

Use the Accessibility Checker

Check Accessibility Video Thumbnail

Learn how to open and use the Accessibility Checker to find issues that make PowerPoint difficult for people with disabilities.

Click the button below to view the video.

Watch the video here

Select the Review tab.
Select Check Accessibility to open the Accessibility pane on the right.

Tip: For Word, Excel, and PowerPoint desktops, select the lower half of the Check Accessibility button for more options.
In the Accessibility pane, review and address the findings under Inspection Results.

Apply recommended actions

In the Accessibility pane, you'll see a list of errors and warnings, with how-to-fix recommendations for each.

To quickly correct the issues, apply one of the recommended actions. For more information on how the findings are categorized, see Rules for the Accessibility Checker.

In the Accessibility pane, select an issue under Warnings or Errors. The list will expand and show the items and objects affected by the issue.

Tip: Select the item or object to view the exact location of the affected item or object.
To address the issue, select the down arrow button next to it and open the Recommended Actions list.
To apply a fix, select an action from the Recommended Actions list. To view more options, select the right arrow button next to the action (if available).
Go through and resolve each issue under Warnings and Errors.

Want to learn more about accessibility in MS PowerPoint?

Best Practices for Accessible PowerPoints

The following resource includes a table that outlines key best practices for creating PowerPoint presentations that are accessible.

Learn more about Accessibility in PowerPoint

Create slides with an accessible reading order

Put the content in your PowerPoint slides in the intended reading order so the screen readers read it correctly.

Learn more about Reading Order

Use more accessible colors and styles in slides

The colors and styles you use for slides, text, charts, and graphics go a long way toward improving accessibility in PowerPoint presentations. Using an accessible template is a good starting point.

Learn more about Accessible Colors & Styles

Accessible Presentations with PowerPoint

Use the accessibility features in PowerPoint Live in Teams or Live Presentations in PowerPoint for the web to make sure everyone can follow and enjoy your presentation.

Learn more about Accessible Presentations

MS Excel

MS Excel Best Practices

Start with Built-In Accessibility Checker
- Use the built-in Accessibility Checker in Microsoft Excel before using additional accessibility tools and before embedding in Canvas or distributing.
Use MS Excel Templates and Pre-Set Styles
1. Start with an accessible template to ensure consistent structure and formatting from the beginning.
2. Use built-in heading styles (e.g., Heading 1, Heading 2) to create a clear document hierarchy that screen readers can interpret.

Use the Accessibility Checker

Check Accessibility Video Thumbnail

Learn how to open and use the Accessibility Checker to find issues that make PowerPoint difficult for people with disabilities.

Click the button below to view the video.

Watch the video here

Select the Review tab.
Select Check Accessibility to open the Accessibility pane on the right.

Tip: For Word, Excel, and PowerPoint desktops, select the lower half of the Check Accessibility button for more options.
In the Accessibility pane, review and address the findings under Inspection Results.

Apply recommended actions

In the Accessibility pane, you'll see a list of errors and warnings, with how-to-fix recommendations for each.

To quickly correct the issues, apply one of the recommended actions. For more information on how the findings are categorized, see Rules for the Accessibility Checker.

In the Accessibility pane, select an issue under Warnings or Errors. The list will expand and show the items and objects affected by the issue.

Tip: Select the item or object to view the exact location of the affected item or object.
To address the issue, select the down arrow button next to it and open the Recommended Actions list.
To apply a fix, select an action from the Recommended Actions list. To view more options, select the right arrow button next to the action (if available).
Go through and resolve each issue under Warnings and Errors.

Want to learn more about accessibility in MS Excel?

Start with an accessible Excel template

Prebuilt Excel templates can help save time and improve accessibility in the content that you create.

Learn more about Accessible Templates

Create more accessible tables in Excel

Name and format tables carefully to make data accessible and understandable for everyone.

Learn more about Accessible Tables

Create more accessible charts in Excel

If you label chart elements with care and include alt text, your users will better understand the data—whether they’re seeing the chart or hearing it interpreted by a screen reader.

Learn more about Accessible Charts

MS Outlook

MS Outlook Best Practices

Start with Built-In Accessibility Checker
- Use the built-in Accessibility Checker in Microsoft Outlook before distributing.
Use Pre-Set Styles
1. Use built-in heading styles (e.g., Heading 1, Heading 2) to create a clear document hierarchy that screen readers can interpret.
Use Accessible Fonts
- Use accessible fonts like Arial, Calibri, or Verdana, and avoid decorative or script fonts.

Use the Accessibility Checker

When composing a new message, you will want to use the accessibility checker to ensure the content of your message is accessible.

Select the Options button.

Note: In Outlook, you'll only see the Options tab when writing or replying to messages.
Select Check Accessibility to open the Accessibility Checker pane on the right.
In the Accessibility Checker pane, review and address the findings.

Accessibility Video Guides

The ADA National Network, a collaborative organization dedicated to providing information, guidance, and training on implementing the Americans with Disabilities Act (ADA), has released a series of videos focused on Digital Accessibility Requirements. These videos explain the importance of accessibility standards and offer practical recommendations for addressing and remediating common issues.

Click the tabs below to explore a collection of videos on some of the digital accessibility requirements.

Overview

Digital Accessibility: Three Points About the Law

Learn about two Federal civil rights laws relevant to digital accessibility in the educational context.

How Some People with Disabilities Use Technology

Meet some students and parents with disabilities and learn how they interact use technology.

Recommended Practices & Tips for Digital Accessibility

Learn some helpful tips to providing quality online experiences to everyone.

Importance of Manual Testing for Digital Accessibility

Learn why manual testing is important and how to incorporate reliable testing protocols.

Alternative Text

Alternative Text Tip

Try uploading your image to Copilot and asking it to generate a description. This is a great way to get a solid starting point! Just remember to always review the suggested text and refine it to ensure accuracy, context, and clarity for your audience.

Learn about alternative text and why it is important for people who cannot see photographs and graphic images.

Colors

Use of Color Alone to Convey Information

What to think about when using color to convey information.

Color Contrast

How to check for sufficient color contrast, and why it’s important.

Structure

Heading Structure

Learn how to use heading structure on a web page so everyone can navigate your content with ease.

Logical Reading Order

Check out what can go wrong when web pages don’t follow a logical reading order for people who rely on keyboard navigation and screen readers.

Tables

Do you need to use a data table on your web page? If so, learn how to appropriately format table content to ensure everyone can understand your data.

Hyperlinks

All about links: how they are used in navigation, labelling concerns, and distinguishing them from surrounding text.

Videos

What counts as “success” when captioning your videos – and how to avoid epic (and embarrassing) gaffes.

Need Support?

Schedule a meeting with a CTLE staff member through Microsoft Bookings and get the support you need.

Book a meeting with CTLE Staff