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Accessibility Checker

Microsoft Office has a built-in Accessibility Checker that is ideal for giving you a quick glimpse at accessibility problems in your documents. The process for accessing this feature depends on your operating system and version of Office.

Learn how to check for accessibility →

Create accessible documents

Font style and size

  • Font style: choose one font to use throughout your document.
    • Use sans serif fonts. Research has shown that these fonts are easier to read, particularly on a screen. Examples of sans serif fonts include Ariel, Corbel, and Tahoma.
    • Avoid serif fonts. Serif fonts are fonts with an extra stroke on the letter which can impact the readability of your document. Examples of serif fonts include Times New Roman, Palatino Linotype, and Georgia.
  • Font size: To ensure that your document is readable, you want to avoid fonts smaller than 12-point. Headings and subheadings should be one to two sizes larger.

Descriptive labeling

It is important to orient your students to your document by using meaningful labels. Help guide your students by doing the following:

  1. Include descriptive text in the first cell to orient them to the contents of the sheet.
  2. Label the sheet tabs with details of what is on the sheet. You can rename these by right-clicking on the sheet name and selecting Rename.

Hyperlinks

Using hyperlinks can help provide more information to your students. Hyperlink text should give a clear description of where the link leads, and you should avoid using URLs as the text (e.g., Suffolk University Office of Disability Services versus https://www.suffolk.edu/academics/advising-student-services/disability-services).  To add a hyperlink to your document:

  1. Highlight and right-click the text you would like to make a hyperlink.
  2. Choose Link.
  3. Type or copy/paste in the address of the hyperlink.
  4. Click Insert.

Graphs

Excel documents are often used to show relationships between variables. Providing data alongside a visual representation, such as a graph, follows an important principle of universal design: multiple means of representation. Excel documents are generally accessible to students with disabilities; however, graphs are unreadable by screen readers and can be confusing to students. You should consider the following when using a graph.

Color

Color is often used to highlight values or relationships in a graph, which can be helpful to distinguish variables. For example, a positive value might be represented as blue and a negative value as red. However, color can cause confusion if used incorrectly.

Some students may not be able to distinguish between colors easily, perhaps due to color blindness or a lack of a strong distinction in colors (e.g., red and orange). This may limit their ability to understand relationships in a graph. Additionally, lines or figures might be colored in a way that it is difficult to distinguish them from the background of the document. There are a few solutions to this issue:

  • Use patterned lines
  • Use strong color contrast
  • Think of how to convey the meaning using symbols (e.g., parentheses typically mean “at a loss”)
  • Label the data in your graph

To make an accessible graph, consider some of the following recommendations:

  1. In the Chart Design tab, select one of the preset styles. To expand your options, hover over the styles and click the down-facing arrow. To help increase access for those with visual color issues, select one of the styles with a black background.
  2. In the Chart Design tab, select Quick Layout. Choose an option that shows as much data as necessary. Select one that will help students comprehend the data, particularly those who are unfamiliar with the material.
  3. Use a mix of patterned and solid fills. To add a pattern, right-click on the data series in your graph (e.g., a bar) and select Format Data Series. Select the paint bucket icon and choose Fill > Pattern fill. Choose a pattern that is not too busy but can be clearly distinguished from your solid fill data series.

Labels

Ensure that labels are descriptive throughout the document. The following labels should be included, when applicable:

  • Column and row headings
  • Titles for charts, graphs, and images
  • Data values in charts (if they help clarify information)
  • Descriptive sheet names
  • Descriptive hyperlinks

Alternative text

All graphics should include alternative text. The purpose of alternative text is to provide a description of graphics to students with visual impairments. To create alternative text:

  1. Right-click on the graphic.
  2. Select Edit Alt Text.
  3. Enter a description that includes details about the graphic. If it is a chart or graph, discuss relationships between variables.
  4. If the image is decorative (i.e., non-essential for comprehension), check the Mark as decorative
  5. Select OK.

Additional guides

Microsoft

Penn State

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