Microsoft Accessibility Checker helps instructors identify and address potential accessibility barriers in documents, presentations, spreadsheets, and emails created using Microsoft 365 applications, including Word, PowerPoint, Excel, Outlook, and OneNote.
Instructors can use Accessibility Checker when developing or revising teaching materials such as syllabi, lecture slides, assignment instructions, handouts, and teaching dossiers. The tool identifies potential issues and recommends improvements, helping instructors create materials that are easier for students and colleagues to access and use.
Using Microsoft Accessibility Checker
Accessibility Checker is available in supported Microsoft 365 applications. Its location and interface may vary depending on the application and version.
To open Accessibility Checker:
- Open your document, presentation, spreadsheet, or email.
- In Word, Excel, or PowerPoint, select Review > Check Accessibility.
- In OneNote, select View > Check Accessibility. In Outlook, locate Check Accessibility while composing or replying to a message.
- Review the results in the Accessibility pane.
In some desktop versions, you can also access the checker through File > Info > Check for Issues > Check Accessibility.
Microsoft is introducing an updated Accessibility Assistant interface in some applications, so the available controls and presentation of results may differ.
For detailed instructions, consult Microsoft’s Improve accessibility with the Accessibility Checker.
Reviewing and Addressing Accessibility Issues
Accessibility Checker examines your content and identifies potential accessibility issues. It also provides explanations and recommended actions to help you address them.
To review and resolve issues:
- Open Accessibility Checker in your Microsoft application.
- Review the issues identified in the Accessibility pane.
- Select an issue to locate the affected content and learn why it may create a barrier.
- Review the recommended actions and make the necessary changes.
- Continue through the remaining issues, then run the checker again to review your changes.
Understanding Accessibility Issue Classifications
Microsoft classifies accessibility findings according to their potential impact:
- Error: Content may be difficult or impossible for people with disabilities to read or understand.
- Warning: Content may create accessibility barriers in many, but not necessarily all, situations.
- Tip: Content could be presented differently to improve accessibility and understanding.
- Intelligent Services: Content has been automatically adjusted for accessibility using AI and requires human review for accuracy and context.
Start with errors, then address warnings and review tips and AI-generated suggestions as applicable. Not every classification appears in every Microsoft application or version.
For more information, consult Microsoft’s Rules for the Accessibility Checker.
Common Accessibility Issues
The Accessibility Checker can identify a range of issues in teaching materials. Common examples include:
- Missing alternative text: Add meaningful descriptions to informative images, diagrams, and charts. Mark decorative images appropriately.
- Insufficient colour contrast: Adjust text and background colours to improve readability.
- Missing or unclear headings: Use built-in heading styles in Word and appropriate slide layouts in PowerPoint to establish meaningful structure.
- Unclear hyperlink text: Replace generic text such as “click here” with descriptive links that communicate their purpose or destination.
- Table accessibility: Use simple table structures, identify header rows where supported, and avoid merged or split cells when possible.
- Slide reading order: Review the order in which slide elements are read by assistive technologies and adjust it when necessary.
Not every issue is detected automatically, and the findings vary by Microsoft application. Review your materials manually to identify additional barriers that Accessibility Checker may not flag.
Creating Accessible Teaching Materials
Accessibility is most effective when considered throughout the development of teaching materials, rather than only after they are completed.
Instructors can use Microsoft Accessibility Checker when preparing:
- Syllabi: Check document structure, headings, links, tables, and other elements that help students locate and understand course information.
- Lecture slides: Review alternative text, colour contrast, reading order, and other elements that affect how students access presentation content.
- Assignment instructions: Check that instructions, links, images, and supporting materials are accessible and clearly organized.
- Handouts and course readings: Review documents for potential barriers before distributing them through Quercus or other channels.
- Teaching dossiers and professional documents: Check the accessibility of materials shared with colleagues, committees, or reviewers.
Many of the accessibility practices supported by Microsoft Accessibility Checker also apply to content created in Quercus (Canvas), including the use of headings, meaningful links, alternative text, and sufficient colour contrast.
For content created directly in Quercus, instructors can use Quercus (Canvas) Accessibility Checker to identify potential issues. Both tools support accessible content development, but they evaluate different types of materials and may identify different issues.
Reviewing Accessibility with SLIDE
The SLIDE framework, developed by accessibility educator Dr. Luis Pérez (CAST), offers a memorable approach to reviewing document and presentation accessibility. SLIDE stands for Styles, Links, Images, Design, and Evaluation.
- Styles: Use built-in heading styles and appropriate slide layouts to create meaningful structure and support navigation.
- Links: Use descriptive hyperlink text that communicates the destination or purpose of a link.
- Images: Provide meaningful alternative text for informative images and identify decorative images appropriately.
- Design: Consider colour contrast, readable text, logical reading order, and layouts that reduce unnecessary barriers.
- Evaluation: Use accessibility checking tools and human review to identify and address potential issues.
CTSI’s UDL Express: SLIDE into Accessibility Resources series explores these five considerations through short videos, practical examples, and additional resources.
Beyond Automated Accessibility Checks
Accessibility Checker can identify many potential barriers, but it cannot determine whether a document is fully accessible, inclusive, or usable. A document may pass automated checks while remaining difficult to understand, navigate, or use.
After addressing the issues identified by Accessibility Checker, review your materials from the perspective of the people who will use them:
- Accessibility: Can students access and interact with the content using different technologies and approaches?
- Inclusion: Do the materials anticipate different learners and support meaningful participation?
- Usability: Can students find, understand, and use the information without unnecessary effort?
Human review is essential for identifying barriers that automated tools may miss, including unclear instructions, confusing organization, inappropriate alternative text, unnecessary complexity, and difficulty locating or using important information.
Accessibility checking is therefore one part of an ongoing process of designing, reviewing, and improving teaching materials.
Additional Learning and Support
The University of Toronto’s AODA Office offers document accessibility workshops facilitated by Chris Sabatinos. Consult the Accessibility at U of T website for information about available workshops and training opportunities.
For pedagogical guidance on developing accessible teaching materials, including syllabi, lecture slides, assignment instructions, and teaching dossiers, instructors can also book a consultation with CTSI.
Explore CTSI’s UDL Programming to join workshops and events, access past recordings, or request programming for your department or division.