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Improve accessibility with the Accessibility Checker

Before sending your Outlook email message or sharing your Word document, Excel spreadsheet, or PowerPoint presentation, run the Accessibility Checker to make sure your Microsoft 365 content is easy for people with disabilities to read and edit. To find out which apps have the Accessibility Checker, go to Make your content accessible to everyone with the Accessibility Checker

In this topic

Use the Accessibility Checker

  1. On the ribbon of the Microsoft 365 app, select the Review tab. If you're using Outlook, you'll only see the Review tab when writing or replying to messages.

  2. Select the upper part of the Check Accessibility split button. The Accessibility pane opens to the right of the screen. The Accessibility ribbon activates at the top of the screen.

    Tip: To see more options, select the lower part of the Check Accessibility button.

    The Check Accessibility split button in Excel for Windows.

  3. In the Accessibility pane, review and address the findings as instructed in Apply recommended actions.

Apply recommended actions

In the Accessibility pane, you'll see a list of errors, warnings, and tips with how-to-fix recommendations for each. To quickly fix the issues, apply one of the recommended actions. For more information on how the findings are categorized, go to Rules for the Accessibility Checker

  1. In the Accessibility pane, select an issue under Warnings or Errors. The list expands and shows the items and objects affected by the issue.

    Tip: To view the exact location of the affected item or object, select the item or object.

  2. To address the issue, select the down arrow button next to it. The Recommended Actions list opens.

    The Accessibility pane in PowerPoint for Windows showing examples of accessibility warnings and errors with the Recommended actions list expanded.

  3. To apply a one-click fix, select an action from the Recommended Actions list. To view more options, select the right arrow button next to an action (if available).

  4. Go through and resolve each issue under Warnings and Errors

Don't see the Accessibility Checker?

If you don't see the Check Accessibility button on the Review tab, you might have an older version of the app. Follow these steps to open the Accessibility Checker in an older app version:

  1. Select File > Info.

  2. Select the Check for Issues button.

    Tip: To the right of the Check Accessibility button, under the Inspect heading, is a list of any potential issues.

    Inspect Workbook group

  3. In the Check for Issues drop-down menu, select Check Accessibility.

    Check Accessibility menu item

  4. The Accessibility Checker task pane appears next to your content and shows the inspection results.

    Inspection Results group

  5. To see information on why and how to fix an issue, under Inspection Results, select an issue. Results appear under Additional Information, and you’re directed to the inaccessible content in your file.

    Additional Information group

See also

Check accessibility while you work in Microsoft 365 apps

Everything you need to know to write effective alt text

Use a screen reader with the Accessibility Checker

Microsoft 365 Accessibility Center - Resources for people with disabilities

Make your content accessible to everyone with the Accessibility Checker

Use the Accessibility Checker

  1. To launch the Accessibility Checker, do one of the following depending on the app you are using:

    • In Word, Excel, and PowerPoint, select Review > Check Accessibility.

    • In OneNote, select View > Check Accessibility.

    • In Outlook, while writing or replying to an email message, select Check Accessibility. If you don't see the button on the toolbar, you need to add it there manually. Select (See more items) > Customize toolbar. Then drag and drop the Check Accessibility button to the toolbar.

      Tip: In Outlook, you can also access the Accessibility Checker from a MailTip at the top of the message window. The accessibility MailTip appears if one of your message recipients has set up a preference for receiving accessible email.

    The Accessibility pane opens. It lists accessibility issues organized into warnings, errors, and tips. For more information on the categorization, go to Rules for the Accessibility Checker.The Accessibility Checker pane in Word for Mac showing a list of findings.

  2. To review and resolve the findings, select a category and an issue. Under the selected issue, you'll find all items and objects affected by the issue. Select an item or object to see why you should fix the issue and steps to take to change the content.

See also

Everything you need to know to write effective alt text

Use a screen reader with the Accessibility Checker

Microsoft 365 Accessibility Center - Resources for people with disabilities

Make your content accessible to everyone with the Accessibility Checker

Use the Accessibility Checker

  1. To check your content for accessibility issues, do one of the following depending on the app you're using:

    • On the ribbon of other Microsoft 365 for the web apps except Outlook on the web, select the Review tab. Select Check Accessibility. The Accessibility pane opens to the right of the screen. The Accessibility ribbon activates at the top of the screen.

      The Check Accessibility button in Word for the web app.

    • In the Outlook on the web message you're writing to or replying to, select (More options) on the toolbar. Then select Check for accessibility issues. The Accessibility Checker pane opens.

      The Check for accessibility issues in the Outlook for the web.

      Tip: In Outlook on the web, you can also access the Accessibility Checker from a MailTip at the top of the message window. The accessibility MailTip appears if one of your message recipients has set up a preference for receiving accessible email.

    In other Microsoft 365 for the web apps except Outlook on the web, the issues are organized into separate tabs for errors, warnings, and tips. For more information on how the findings are categorized, go to Rules for the Accessibility Checker.

  2. To review and resolve the findings, do one of the following depending on the app you're currently using:

    • In other Microsoft 365 for the web apps except Outlook on the web, in the selected category, expand an accessibility issue to see all items and objects affected by the issue. Select an item or object to highlight the corresponding part of your document, spreadsheet, or presentation, and then fix the issue. Address all issues in the errors and warnings categories. When you're done, select Recheck to make sure you didn't miss anything.

      The Accessibility pane in Word for the web app showing accessibility issues.

    • In Outlook on the web, select Fix this to address the issue. For example, if the Accessibility Checker reported a missing alt text, selecting Fix this opens the Add alternative text dialog box where you can type the alt text. Address all issues and when you're done, select Check again to make sure you didn't miss anything.

      The Accessibility Checker pane in Outlook for the web showing an accessibility issue, and the Fix this and Check again buttons.

See also

Everything you need to know to write effective alt text

Use a screen reader with the Accessibility Checker

Microsoft 365 Accessibility Center - Resources for people with disabilities

Make your content accessible to everyone with the Accessibility Checker

Make your content accessible in the Microsoft 365 apps

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.

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