Good News PC users! Did you know that MS Office 2010 and 2013 for PC have Accessibility Checkers built into Word, PowerPoint, and Excel to help you identify potential accessibility problems? But not only do they identify inaccessible and potentially inaccessible areas, they also give you step-by-step instructions on how to fix the problem. By categorizing identified issues as “Error”, “Warning”, and “Tip”, the Accessibility Checker tells you if content is very inaccessible, mostly or in most cases is inaccessible, or is accessible but might benefit from better organization or presentation formats. Just select one of the documented issues and scroll down for easy instructions to resolve the problem.
Since Word, PowerPoint, and Excel Accessibility Checkers work very similarly, let’s walk-through the steps to using the Word Accessibility Checker. While it is best to use PDF Documents instead of Word Documents when posting materials to Blackboard, it is always beneficial to know what tools are available for accessibility.
Step 1: Open the file or document you want to check and select “File” at the top left corner.
Step 2: Once you have selected “File,” the Info page should appear. Select the “Check for Issues” box.
Step 3: Using the drop-down menu that appears when you select the “Check for Issues” box, select “Check Accessibility.”
Step 4: Once you have selected the “Check Accessibility” option from the drop-down menu, you should be returned to your document with the Accessibility Checker window now opened on the right-hand side of the screen. If no accessibility issues are found, the window will display similar to the image below which indicates, “No accessibility issues found”.
If problems are identified, the Accessibility Checker window will show similar to the next image. This image indicates that errors and warnings were found in the document inspection.
Step 5: To fix a found issue, select it in the Accessibility Checker window. Below the “Inspection Results” box, instructions on how to fix the identified problem should be available.
Step 6: Once the issue has been solved it will disappear from the “Inspection Results” list and you can move on to the next item or check the document again to ensure that no further issues have been identified.
Now that you know how easy it can be to check accessibility in your MS Office documents, PowerPoints, and Excel files, consider checking your content before posting it for the next semester. And be on the look out for PDF Accessibility Check blog post coming soon.