Accessibility Tools in Microsoft 365

Photo of woman in wheelchair working on a laptop

Microsoft 365 includes a variety of built-in accessibility tools to help create content that is easier for everyone to read, navigate, hear, and understand. These features support users with visual, hearing, motor, cognitive, and learning disabilities.

Accessibility Checker

The Accessibility Checker is available in most Microsoft 365 apps, including Word, PowerPoint, Excel, Outlook and OneNote.

It scans your content for common accessibility issues and provides recommendations for fixing them.

Common issues it can identify include:

  • Missing alternative text for images
  • Poor heading structure
  • Insufficient color contrast
  • Missing table headers
  • Unclear hyperlink text
  • Reading order issues in slides

To use Accessibility Checker:

  1. Open your file in a Microsoft 365 application.
  2. Select the Review tab.
  3. Choose Check Accessibility.
  4. Review the flagged issues and apply the suggested fixes.

Image of the Accessibility Checker button in Powerpoint

Dictation

Dictation allows users to speak instead of type in Word, Outlook, PowerPoint, and other Microsoft 365 apps. This can be especially helpful for users with mobility limitations, repetitive strain injuries, dyslexia, or anyone who prefers speaking over typing.

To use Dictation:

  1. Open a supported Microsoft 365 application.
  2. Select the Home tab.
  3. Choose Dictate.
  4. Begin speaking into your microphone.

Immersive Reader

Immersive Reader is available in Word, OneNote, Outlook, Teams, Forms and some web-based Microsoft 365 experiences.

Immersive Reader can:

  • Read content aloud
  • Change text size and spacing
  • Break words into syllables
  • Highlight parts of speech
  • Reduce visual distractions
  • Improve reading focus

This feature can be useful for users with dyslexia, low vision, ADHD, or reading difficulties.

Read Aloud

Read Aloud is available in Word, Outlook and the Microsoft Edge browser.

It reads text aloud using built-in voices and can help users review content, catch errors, or better understand written material.

To use Read Aloud in Word:

  1. Open the document.
  2. Select Review.
  3. Choose Read Aloud.

Live Captions and Transcripts in Teams

Microsoft Teams can generate live captions during meetings and webinars. It can also create meeting transcripts that users can review afterward. These features support users who are deaf or hard of hearing, as well as anyone joining from a noisy environment or who wants a written record of the meeting.

To enable live captions during a Teams meeting:

  1. Select More actions (three dots).
  2. Choose Language and speech.
  3. Select Turn on live captions.

Meeting organizers can also enable transcription from the same menu.

Presenter Coach in PowerPoint

Presenter Coach provides feedback while rehearsing a presentation in PowerPoint.

It can identify:

  • Speaking too quickly
  • Excessive filler words
  • Reading directly from slides
  • Lack of inclusive language

This can help presenters create clearer, more accessible presentations.

Alternative Text Suggestions

Microsoft 365 can automatically suggest alternative text for images in Word, PowerPoint, Excel and Outlook. Users should review and edit these suggestions to make sure they accurately describe the image and its purpose.

Good alternative text should:

  • Briefly describe the important content of the image
  • Avoid phrases like “image of” or “picture of”
  • Focus on what is meaningful in the context

Focus Mode and Reading View

Several Microsoft 365 apps include features that reduce distractions and simplify the display of content.

Examples include:

  • Focus Mode in Word
  • Reading View in Word and Outlook
  • Simplified Ribbon in Microsoft applications

These tools can help users who are easily distracted or overwhelmed by complex screen layouts.

Keyboard Shortcuts

Microsoft 365 products support extensive keyboard navigation for users who cannot use a mouse.

Examples include:

  • Ctrl + B for bold text
  • Ctrl + K to insert a hyperlink
  • Alt + Shift + F1 to move between panes in some applications
  • F7 to start spell check

Users can also press Alt in most Microsoft applications to display keyboard shortcuts for ribbon commands.

Translation and Language Tools

Microsoft 365 includes built-in translation and language support tools. These features can:

  • Translate documents or emails
  • Provide captions in different languages
  • Support multilingual communication
  • Improve readability for non-native English speakers

Best Practices for Accessible Microsoft 365 Content

When creating documents, spreadsheets, presentations or emails:

  • Use built-in heading styles instead of manually formatting text
  • Add meaningful alternative text to images
  • Use descriptive hyperlink text
  • Ensure sufficient color contrast
  • Avoid relying on color alone to convey meaning
  • Use simple table structures with header rows
  • Add captions to videos
  • Run Accessibility Checker before sharing content

Creating accessible content improves usability for everyone, not just people with disabilities.

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