Creating Accessible Content in Microsoft and Google

Accessibility Checker

Check for accessibility issues.

• Run the built-in accessibility checker by selecting Review > Check Accessibility to scan your content for potential barriers and suggested fixes.

Links

Write clear, descriptive links.

• Use link text that clearly describes where the link goes. 
• Avoid generic phrases like “click here” or “learn more.” 
• When possible, include the name or title of the destination so users know what to expect.

Alt Text

Add alternate text (alt text) to images and visuals.

• Right-click an image and select View Alt Text, or use Picture Format > Alt Text.
• Alt text should briefly describe the purpose or key information conveyed by the image.
• Skip file names, avoid repeating nearby text and don’t start with phrases like “image of.”

Tables

Keep tables simple and accessible.

• Use tables only when they are the best way to present data. 
• Keep layouts straightforward, avoid merged or nested cells and don’t leave blank cells.
• For simple information, consider using headings or lists instead of tables.

Headings

Use heading styles to organize content.

• Apply built-in heading styles using Home > Styles, then select Heading 1, Heading 2, etc.
• Headings should be short, descriptive and help break content into manageable sections that are easy to navigate.

Properties

Add document properties.

• Complete file details such as title and author under File > Info > Properties.

Setup

Build slides with accessibility in mind.

• Choose built-in layouts using Home > Layout or adjust layouts in View > Slide Master.
• Use high-contrast colors for text and visuals to improve readability.
• Complete basic file details (such as title, subject and author) so assistive technologies can identify the presentation. Do this under File > Info > Properties.
• Confirm that all content appears in Outline View and is readable by screen readers by using View > Outline View.

Titles

Use clear, unique slide titles.

• Give every slide a descriptive, unique title to support navigation and structure.
• Add simple identifiers when titles repeat (for example, “Part 1 of 3”).
• Keep titles short, focused and easy to scan. Use 5-10 words that fit on a single line.

Alt Text

Add alternative text (alt text) to visual content.

• Right-click an image or object and select View Alt Text, or use Picture Format > Alt Text.
• Describe what the visual communicates and why it matters, using clear and concise language.
• Avoid file names, repeated surrounding text or phrases like “image of.”

Accessibility Checker

Review slides with an accessibility checker.

• Run the built-in accessibility checker to identify potential issues Review > Check Accessibility.
• Use the tool’s recommendations to address accessibility barriers before sharing.
• Pay attention to alerts or notifications that indicate unresolved issues.

Sharing

Make slides accessible when sharing.

• Share the native PowerPoint (.pptx) file instead of converting slides to a PDF.
• Use descriptive hyperlink text rather than long URLs or generic phrases.
• Review and adjust reading order using Home > Arrange > Selection Pane, or Home > Arrange > Reading Order Pane (Windows).

Structure

Organize the workbook structure.

• Rename worksheet tabs by right-clicking the tab and selecting Rename. Use clear, descriptive names.
• Remove any unused or blank worksheets that don’t contain any information.
• Place the document title and key details in the first cell (A1) to establish a clear starting point for navigation.
• Enter file metadata under File > Info > Properties to support assistive technologies.

Formatting

Apply accessible formatting.

• Use descriptive hyperlink text that explains the destination instead of displaying full URLs or generic phrases.
• Choose high-contrast color combinations to support readability. Use 4.5:1 ratio for normal text, 3:1 for large text.
• Create spacing and layout using alignment, borders and cell sizing rather than inserting empty rows or columns.

Data Structure

Structure data for easy navigation.

• Identify titles and key sections by defining named data ranges where appropriate.
• Hide unused rows and columns to reduce clutter and improve navigation for screen readers.
• When empty cells are necessary, clearly label them with text such as “No Data” or “Intentionally left blank.”

Tables and Visuals

Create accessible tables and visuals.

• Convert data to a table using Insert > Table, then confirm header rows under Table Design > Table Style Options.
• Give tables clear, descriptive names through Table Design > Properties to help users understand their purpose.
• Describe charts, graphs and images in nearby cells because Excel’s alt text isn’t screen reader compatible.

Accessibility Checker

Review accessibility before sharing.

• Use Review > Check Accessibility to identify potential accessibility barriers and suggested improvements.
• Address flagged items and complete a manual review to catch anything the automated tool may miss.

Setup

Set up documents for accessibility.

• Use built-in styles and templates to create consistent structure Format > Paragraph styles.
• Add a clear document title and complete file details so assistive technologies can identify the content.
• Use readable fonts and strong color contrast between text and background.

Headings

Organize content with headings.

• Apply heading styles in logical order to create clear sections (H1, H2, H3).
• Write short, descriptive headings that explain the purpose of each section.
• Break long text into smaller sections to improve readability and navigation.

Links

Use clear, descriptive links.

• Write link text that explains where the link goes.
• Avoid phrases like “click here” or displaying full URLs when possible.
• Include the page or document title when it adds clarity.

Visuals

Make images and visuals accessible.

• Add alt text to images, charts, drawings, and other visual elements by right-clicking an image and selecting Alt text, or use Format > Alt text.
• Describe the key information or purpose of the visual, not decorative details.
• Avoid file names or phrases like “image of.”

Accessibility Checker

Review accessibility before sharing.

• Since Google Docs does not include a full accessibility checker, manually review headings, links and reading order before sharing.

Layout

Build accessible slide layouts.

• Use built-in slide layouts and themes Slide > Apply layout rather than placing text manually.
• Choose high-contrast colors and readable font sizes for text and visuals.
• Ensure all text appears in the slide outline so it’s available to screen readers.

Titles

Create unique slide titles.

• Ensure each slide has a title by using a title layout and checking the filmstrip and outline view to confirm all text is visible to screen readers.
• Add identifiers when titles repeat (for example, “Part 2 of 3”).
• Keep titles short and easy to scan.

Alt Text

Add alternative text to visuals.

• Provide alt text for images, charts, diagrams, and other visual elements by right-clicking an image and selecting Alt text or by choosing Format options > Alt text.
• Focus on what the visual communicates and why it matters.
• Avoid repeating nearby text or using phrases like “image of.”

Sharing

Prepare slides for sharing.

• Share the native Google Slides file rather than exporting to PDF when possible.
• Use descriptive hyperlink text so users understand where links lead.
• Review and adjust reading order using Arrange > Order to ensure content is announced in a logical sequence.

Structure

Organize spreadsheet structure.

• Use clear, descriptive names for each sheet tab by double-clicking the tab name at the bottom of the file.
• Remove unused or blank sheets from the file.
• Place the title and key information in the first cell to establish a clear starting point.

Formatting

Apply accessible formatting.

• Use descriptive hyperlink text instead of full URLs or generic phrases.
• Choose high-contrast colors for text and data visualizations.
• Create spacing with alignment and cell sizing instead of empty rows or columns.

Data Structure

Structure data for accessibility.

• Use header rows and columns to clearly label data. Create clear headers by placing labels in the first row or column and freezing them using View > Freeze.
• Hide unused rows and columns to reduce clutter and improve navigation.
• Label empty data cells when leaving them blank is unavoidable (for example, “No data”).

Chart and Visuals

Make charts and visuals accessible.

• Ensure charts are clearly labeled and easy to understand.
• Add chart titles and labels through Chart editor > Customize, and describe key takeaways in nearby cells.

Accessibility Checker

Review before sharing.

• Since Google Sheets does not include a full accessibility checker, manually review layout, labels and navigation before sharing.
• Confirm the spreadsheet can be understood without relying on color or layout alone.