Microsoft 365: Make documents, spreadsheets, presentations, web content and video accessible

Accessible summary

What this session covers

This intermediate session explains how to identify and reduce avoidable barriers across a package of Microsoft 365 content. It covers shared accessibility principles and application-specific checks for Word documents, Excel spreadsheets, PowerPoint presentations, SharePoint pages and video.

• auditing the whole content package before polishing individual items
• using plain language, genuine headings, real lists and meaningful links
• improving structure and navigation in Word, Excel and PowerPoint
• writing purposeful alternative text and marking decorative visuals correctly
• using contrast and non-colour cues to preserve meaning
• ordering SharePoint web content around the task and next action
• reviewing captions, visual descriptions and transcripts for video
• combining built-in accessibility checks with human review

Making the session work for you

The session is delivered through a Microsoft Teams webinar using PowerPoint Live. You can personalise how you follow and take part. The session is recorded, and you can watch rather than follow along unless the trainer asks you to try something.

• use live captions or translation from the three-dots menu
• choose a view that gives you the clearest layout
• use the presentation slider to zoom in or out
• keep your camera and microphone off unless you are invited to use them
• use Q&A for questions and keep chat closed when you are not typing
• use reactions or another participation route if that works better for you
• share respectful feedback and use the key links provided in chat

Everyone can build confidence

These sessions are for everyone, whatever your starting point. The aim is not to memorise every accessibility feature. It is to recognise common barriers, make application-specific improvements and use a repeatable check before sharing.

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Key concepts

The challenge

The challenge visual explains that polished content can still create barriers. People may need to perceive, understand, navigate or interact with information in different ways. Documents, data, slides, web pages and video therefore need both shared principles and application-specific checks.

Your route through the session

• audit the package
• improve language and structure
• fix documents and spreadsheets
• improve slides and web content
• caption video and check

Audit the package before editing individual applications

• identify the audience, purpose and action each item must support
• look for barriers affecting perception, understanding, navigation and use
• inspect the Word, Excel, PowerPoint, SharePoint and video examples together
• prioritise issues that prevent access before improving presentation details

Use plain language

Plain language reduces the effort required to understand information and act on it.

• put the main message and required action where people can find them
• use familiar words and explain unavoidable specialist terms
• break dense content into meaningful sections and manageable sentences
• make headings describe the content rather than merely decorate it

Use genuine headings and lists

• apply built-in heading levels in a logical hierarchy
• use real bulleted or numbered lists for related items and sequences
• avoid using size, bold or spacing alone to imitate structure
• review the navigation experience as well as the visual appearance

Use meaningful links

• replace vague wording such as click here or read more
• name the resource, action or destination in the displayed link text
• use a meaningful label instead of displaying a long raw address
• check that nearby links remain distinguishable and keyboard reachable

Improve Word documents

• use heading styles and real lists to organise the document
• identify table headers and prevent rows from breaking across pages
• keep tables simple enough to navigate
• add meaningful alternative text to informative visuals
• run Accessibility Checker and review the document with human judgement

Match the barrier to the content decision

The barrier guide connects three common problems to useful content decisions.

• when essential information cannot be perceived, provide an equivalent route such as alternative text, captions or description
• when structure cannot be navigated or understood, use semantic headings, lists and table headers
• when meaning cannot be distinguished, add contrast and non-colour cues such as labels, values, icons or patterns

Improve Excel spreadsheets

• use genuine column headings and a logical table structure
• give each sheet, table and chart a meaningful name or title
• combine colour cues with values, labels, icons or symbols
• check reading order, merged cells and blank structures that may interrupt navigation

Improve PowerPoint presentations

• use a suitable layout so titles and content have recognised structure
• write unique slide titles that communicate each slide’s purpose
• add purposeful alternative text and mark decorative visuals correctly
• inspect and correct reading order before running Accessibility Checker

Write purposeful alternative text

• describe the information or function the visual contributes
• keep the description concise and relevant to the surrounding content
• avoid repeating nearby text or beginning with image of
• mark an image decorative when it adds no information or function
• review every automatically suggested description before accepting it

The deck notes that automatic alternative text generation may be available on suitable Copilot PCs, with availability varying. Hardware support does not remove the need to review every description.

Use colour and contrast carefully

• use WCAG 2.2 AA-defined contrast between text, controls and their backgrounds
• add labels, patterns, icons or values when colour indicates status
• check charts, conditional formatting and links as well as body text
• review content in different display modes and at high zoom

Improve SharePoint web content

• use headings and web parts in a sequence that matches the task
• give links and buttons meaningful labels that describe the action
• add image descriptions and avoid placing essential information only inside images
• preview the page and confirm people can find the authoritative next step

Review video captions

Captions make speech available as text, but automated output still needs review.

• generate or add captions for spoken content
• correct names, acronyms, specialist terms and important punctuation
• check timing and presentation so captions remain readable
• ensure essential visual information is also available through narration or description

Make video content accessible

• use clear text, strong contrast and uncluttered backgrounds
• avoid flashing, rapid movement and pacing that creates unnecessary overload
• describe important visual information that is not otherwise available
• provide a transcript

Use a repeatable pre-publication check

• language and structure: can people understand and navigate the content
• links and visuals: are purpose and meaning available without guesswork
• colour and layout: does meaning remain clear without colour or perfect vision
• audio and video: are speech and essential visuals available another way
• built-in checker: have confirmed issues been fixed and warnings reviewed

Use Accessibility Checker with human review

• run the built-in checker in Word, Excel and PowerPoint where available
• fix confirmed issues and inspect warnings or intelligent suggestions
• test links, reading order, captions and meaning that automation may miss
• complete a human review based on the content’s audience, purpose and use

What the visuals and demonstrations showed

The visual sequence followed one content package from initial audit through application-specific improvements and final checking.

• auditing Word, Excel, PowerPoint, SharePoint and video together
• identifying barriers to perception, understanding, navigation and use
• rewriting dense content in plain language
• applying genuine headings and list structures
• replacing vague links with meaningful labels
• checking Word table headers, row behaviour and alternative text
• checking Excel headings, table structure, chart titles and non-colour cues
• checking PowerPoint layouts, unique titles, alternative text and reading order
• describing a visual’s purpose rather than reproducing its appearance
• checking contrast and meaning beyond colour
• ordering SharePoint web parts around the task and next action
• correcting caption text, timing, names and specialist terms
• providing visual description and a transcript
• running built-in checkers and completing a human pre-publication review

Key takeaways

• audit for barriers before polishing the design
• use plain language, genuine headings, meaningful links and labelled tables
• provide more than colour across documents, spreadsheets, presentations and web pages
• review alternative text and captions, including AI suggestions
• use application-specific checks for Word, Excel, PowerPoint, SharePoint and video
• finish with Accessibility Checker and a human review

A clear route through accessible content

• define the audience, purpose and action
• identify barriers across the content package
• fix language and semantic structure
• apply application-specific improvements
• provide equivalent routes for visuals, colour, speech and essential on-screen information
• run built-in checks
• complete a human review before publishing

Actions you can take

Try the tip of the month

This session’s tip: audit the content for barriers before you polish how it looks

How to do it: name the audience and action, fix headings, lists, table labels and reading order first, then review AI-suggested alternative text and captions before accepting them

Why it matters: barriers are not always obvious from polished presentation, and automated checks cannot replace human review

Try it now: open one file you share often, run Accessibility Checker, fix one confirmed issue and review the warnings yourself

Build confidence with one practical route

• choose one content item you share regularly
• state its audience, purpose and required action
• check its headings, lists and links
• check whether tables have labelled headers and manageable structure
• check informative visuals for purposeful alternative text
• check that colour is not the only cue
• review reading order where relevant
• run Accessibility Checker and fix one confirmed issue
• check the result yourself before sharing

Questions and feedback

Questions are welcome. If something is unclear, ask for it to be explained another way or demonstrated again. Feedback helps WeChange.AI understand what matters to you.

Complete the Support and Skilling Week feedback form

Contact WeChange.AI

For skilling queries, email training@wechange.ai.

Andrew Boxall, Managing Director: andrew@wechange.ai

Paul Ford, Industry Director for Education and Philanthropies: paul@wechange.ai

Josh Wilson, Industry Specialist: josh@wechange.ai

Elle Avilla, Customer Success and Delivery Skilling Lead: elle@wechange.ai

Izzy Pochin, Resources and Accessibility Lead: izzy@wechange.ai

Activity sheet

Follow one repeatable accessibility journey across Word, Excel, PowerPoint, SharePoint and video, from audience and structure through to descriptions, captions and human review.

How to use this activity sheet

This sheet supports Session 13. Use it after the live session, or follow selected steps while your trainer demonstrates an accessibility audit across a small package of Microsoft 365 content.

• work at your own pace and pause after each activity
• use practice or non-sensitive content
• fix barriers that prevent access before polishing presentation details
• review automated suggestions before accepting them
• complete application-specific checks as well as a package-level review

What you will achieve

• audit content for barriers affecting perception, understanding, navigation and use
• improve plain language, headings, lists and meaningful links
• make Word documents easier to navigate
• improve Excel structure and non-colour cues
• create purposeful PowerPoint layouts, titles, alt text and reading order
• organise SharePoint pages around a clear task and next action
• review captions, narration, visual description and transcripts for video
• use Accessibility Checker alongside human judgement
• apply a repeatable pre-publication check across a content package

Your learning route

Stage	You will practise
1. Audit the package	audience, purpose, action and barriers
2. Improve shared foundations	plain language, structure and links
3. Fix Word and Excel	tables, headings, labels and non-colour cues
4. Improve PowerPoint	layouts, titles, alt text and reading order
5. Improve web content	content order, buttons, images and next actions
6. Caption and describe video	speech, visuals, pacing and transcript
7. Check before sharing	built-in tools and human review

Before you start

• choose one safe Word file, Excel workbook, PowerPoint presentation, SharePoint page plan and short video example
• make a practice copy of any file you will edit
• identify the intended audience for the package
• identify the action each item must support
• avoid personal, confidential or sensitive information
• allow about 60 minutes, or complete one activity at a time

Notice: Accessibility Checker and AI-generated suggestions can identify or propose some changes, but they cannot confirm that meaning, descriptions, captions or the overall experience are appropriate for the audience and purpose.

Activity 1: Audit the package before editing

Outcome: Identify the purpose and highest-impact barriers across the content package.

1. Name the audience.
2. Write the purpose and required action for each item.
3. Look for barriers to perceiving information.
4. Look for barriers to understanding the message.
5. Look for barriers to navigating the structure.
6. Look for barriers to interacting with or using the content.
7. Prioritise issues that prevent access before design refinements.

Content item	Purpose or action	Highest-priority barrier
Word document
Excel workbook
PowerPoint presentation
SharePoint page
video

Pause and check

• the audience and action are explicit
• barriers are considered across the package
• access-blocking issues are prioritised

Activity 2: Improve plain language

Outcome: Reduce the effort needed to understand and act on the content.

1. Place the main message and required action where people can find them.
2. Replace an unfamiliar word with a familiar alternative.
3. Explain one unavoidable specialist term.
4. Break one dense paragraph into meaningful sections or manageable sentences.
5. Rewrite a heading so it describes the content rather than decorating it.
6. Read the revised content from the audience’s perspective.

The main message: ____________________________________________________________________

The required action: ____________________________________________________________________

The specialist term and explanation: ____________________________________________________________________

Pause and check

• the main message appears early
• essential terms are explained
• headings describe what follows

Activity 3: Create genuine structure

Outcome: Use semantic headings and real lists rather than visual imitation.

1. Apply built-in heading levels in a logical hierarchy.
2. Use a real bulleted list for related unordered items.
3. Use a real numbered list for a sequence.
4. Remove manual symbols, bold or spacing that imitate structure.
5. Review the available navigation or outline experience.

Structure	Your example
Heading 1
Heading 2
Heading 3, if needed
bulleted list
numbered list

Pause and check

• heading levels are logical
• lists are created with list commands
• navigation reflects the intended structure

Activity 4: Make links meaningful

Outcome: Ensure link text explains the destination or action out of context.

1. Find vague wording such as click here or read more.
2. Select words that name the resource, action or destination.
3. Insert or update the link.
4. Avoid displaying a long raw address when a meaningful label can be used.
5. Check that nearby links remain distinguishable.
6. Test the link using keyboard navigation where possible.

Existing link text	Improved link text	Destination or action

Pause and check

• link text remains meaningful out of context
• nearby links can be distinguished
• the destination or action is accurate

Activity 5: Improve accessibility in Word

Outcome: Create a clear reading journey with genuine structure, labelled tables and purposeful visuals.

1. Review heading styles and lists.
2. Identify the header row in each data table and enable repeating across pages.
3. Prevent table rows splitting across pages.
4. Keep tables simple enough to navigate.
5. Add purposeful alternative text to informative visuals.
6. Mark decorative visuals appropriately.
7. Run Accessibility Checker.
8. Review the document with human judgement.

Word check	Finding	Action
headings and lists
table header row
row splitting
table complexity
alternative text
checker or human review issue

Pause and check

• tables have identifiable headers
• the reading journey is clear
• automated findings were reviewed in context

Activity 6: Improve accessibility in Excel

Outcome: Make workbook structure, data and meaning easier to recognise and navigate.

1. Give each sheet a meaningful name.
2. Use genuine column headings and a logical table structure.
3. Give tables and charts meaningful names or titles.
4. Remove merged cells or blank structure that interrupt navigation where possible.
5. Combine colour cues with values, labels, icons or symbols.
6. Check charts and conditional formatting without relying on colour alone.
7. Run the available accessibility check and review the workbook manually.

Excel check	Finding	Action
sheet names
column headings
table or chart title
merged cells or blank structure
non-colour cue
checker or human review issue

Pause and check

• meaning is available beyond colour
• names and headings support navigation
• visible data and chart meaning were reviewed

Activity 7: Improve accessibility in PowerPoint

Outcome: Use recognised layouts, unique titles, purposeful visuals and logical reading order.

1. Apply a suitable built-in layout.
2. Move manually positioned content into placeholders where appropriate.
3. Write a unique title that states the slide’s purpose.
4. Add purposeful alternative text to informative visuals.
5. Mark decorative visuals correctly.
6. Open the Reading Order or Accessibility pane.
7. Place the title first and arrange content logically.
8. Run Accessibility Checker after reviewing the order.

PowerPoint check	Finding	Action
layout and placeholders
unique slide title
alternative text
decorative visuals
reading order
checker or human review issue

Pause and check

• the slide has recognised structure
• each title communicates purpose
• the reading order matches the intended meaning

Activity 8: Write purposeful alternative text

Outcome: Describe the information or function a visual contributes, not merely its appearance.

1. Decide whether the visual is informative, functional or decorative.
2. For an informative visual, describe what it contributes to the surrounding content.
3. For a functional visual, describe the action or destination.
4. Keep the description concise and relevant.
5. Do not repeat nearby text unnecessarily.
6. Do not accept automatically generated text without review.
7. Mark an image decorative only when it adds no information or function.

Visual purpose	Alternative text or treatment	Reason
informative
functional
decorative

Pause and check

• the description communicates purpose or contribution
• nearby text is not repeated
• AI-suggested wording was reviewed

Activity 9: Check colour and contrast

Outcome: Keep meaning available without colour and ensure text or controls can be distinguished from their backgrounds.

1. Identify every place where colour indicates status or category.
2. Add a label, pattern, icon, symbol or value.
3. Check body text, links, charts and conditional formatting.
4. Review text and controls against their backgrounds.
5. View the content at high zoom and in another display mode.
6. Explain the meaning without referring only to colour.

The colour cue: ____________________________________________________________________

The non-colour cue: ____________________________________________________________________

The contrast issue or check: ____________________________________________________________________

Pause and check

• meaning works without colour
• important text and controls remain distinguishable
• charts and links were included in the review

Activity 10: Improve SharePoint web content

Outcome: Arrange page content around a clear task and authoritative next action.

1. State the page purpose and intended action.
2. Arrange headings and web parts in the order people need them.
3. Give links and buttons labels that describe the action.
4. Add descriptions to informative images.
5. Keep essential information outside images.
6. Preview the page.
7. Confirm that the authoritative next step is easy to locate.

SharePoint check	Finding	Action
heading and web-part order
link or button label
image description
essential text outside images
authoritative next action

Pause and check

• the content order matches the task
• buttons and links explain the action
• the authoritative next step is visible

Activity 11: Review video captions

Outcome: Make spoken content available as readable, accurate text.

1. Generate or add captions for the spoken content.
2. Correct names and acronyms.
3. Correct specialist terms and important punctuation.
4. Check caption timing.
5. Check line presentation and readability.
6. Confirm that captions represent the spoken meaning rather than only approximate words.

Caption check	Finding	Correction
names
acronyms or specialist terms
punctuation
timing
readability

Pause and check

• important terms are accurate
• timing supports reading
• caption meaning matches the speech

Activity 12: Make visual video content available

Outcome: Combine captions, description and manageable presentation.

1. Identify essential information shown visually but not spoken.
2. Add narration or description so the information is available another way.
3. Use clear text, strong contrast and uncluttered backgrounds.
4. Avoid flashing and unnecessary rapid movement.
5. Review pacing for cognitive load.
6. Provide or plan a transcript.

Video access check	Your action
essential visual information
description or narration
text and contrast
movement and pacing
transcript route

Pause and check

• speech is available as captions
• essential visuals are described
• a transcript route is included

Activity 13: Run built-in checks and complete human review

Outcome: Use automation as one input to a wider pre-publication decision.

1. Run Accessibility Checker in Word, Excel and PowerPoint where available.
2. Fix confirmed issues.
3. Inspect warnings and intelligent suggestions.
4. Test meaningful links.
5. Review reading order.
6. Review captions and visual description.
7. Check AI-suggested alt text or captions against the content.
8. Complete a human review based on audience, purpose and use.

Review route	Confirmed issue or question	Decision
built-in checker
links
reading order
captions
alternative text
human audience review

Pause and check

• confirmed issues were fixed
• warnings were reviewed rather than accepted automatically
• human review covered meaning and use

Put it into practice: complete a package-level accessibility review

Scenario

A service update includes a Word guide, Excel tracker, PowerPoint briefing, SharePoint page and short explainer video. The content appears polished but has inconsistent structure, vague links, colour-only status cues, unreviewed alt text and inaccurate captions.

• name the audience, purpose and action for each item
• prioritise barriers that prevent access
• apply plain language, genuine headings and real lists
• replace vague links with meaningful labels
• label Word table headers and prevent inappropriate row splitting
• add Excel headings, names and non-colour status cues
• correct PowerPoint layouts, titles, alt text and reading order
• organise the SharePoint page around the task and next action
• correct captions and describe essential video visuals
• run built-in checks and complete a human pre-publication review

The highest-priority barrier: ____________________________________________________________________

The cross-application improvement: ____________________________________________________________________

The application-specific correction: ____________________________________________________________________

The human review finding: ____________________________________________________________________

The decision before publication: ____________________________________________________________________

Quick reference: match the barrier to the response

Barrier or need	Response
essential information cannot be perceived	provide an equivalent route such as alt text, captions or description
structure is difficult to navigate	use genuine headings, lists and table headers
meaning depends on colour	add labels, values, icons, symbols or patterns
a link is unclear out of context	name the destination or action
a Word table is difficult to follow	identify headers, simplify structure and manage row breaks
an Excel sheet is difficult to navigate	use meaningful names, headings and consistent structure
a PowerPoint slide lacks structure	use a suitable layout, unique title and logical reading order
a SharePoint page lacks a clear route	order web parts around the task and label the next action
speech is unavailable as text	provide reviewed captions
essential video visuals are unspoken	provide narration or description
automation reports no issue	complete a human review of meaning, purpose and use

Your three takeaways

My most useful learning: ____________________________________________________________________

What I will implement: ____________________________________________________________________

What I will explore further: ____________________________________________________________________

If you need help

• name the application and content type being checked
• describe the barrier or Accessibility Checker message
• say whether the issue affects structure, description, colour, navigation, captions or another route
• keep a separate practice copy before substantial edits
• ask your local support route about publishing permissions or unavailable features
• avoid sharing screenshots containing personal, confidential or sensitive information

Confidence grows through a repeatable accessibility journey: understand the audience, remove structural barriers, provide equivalent routes, review automation and check the complete experience before publishing.

Reflective journal

Why we ask you to reflect

Continuing Professional Development (CPD) is formative and it is about what it achieves for you and your organisation.

Instead of formally assessing your learning, we ask you to write a reflective note. This should reflect on how the learning was relevant and how it will impact your working practices.

Taking time to reflect on your learning makes it more likely you will embed it in your future practice.

What to cover and when

What your reflection should cover

• how the learning was relevant to you
• how the learning will impact your practice

When to complete it

Reflect as soon as possible following the skilling session. This keeps your note contemporaneous (written close to the time) and meaningful. Fill it in on your device, so the boxes expand as you type.

Topic	What to know
Timing	Complete the note as soon as possible after the training event.
Purpose	To embed the learning within your subsequent practice.
Focus	How the learning was relevant and how it will impact your practice.

Your reflective note

Complete each row below. Write in your own words. Your notes are private to you unless you choose to share them.

Prompt	Your response
Skilling session title
Date of the skilling session
Date you completed this note
How was the learning relevant to you and your work?
How will the learning impact your practice?

Recommended resources

These curated resources accompany the WeChange.AI skilling offer of Continuing Professional Development (CPD) accredited, and non-accredited, sessions. Use them before a session to build familiarity, or afterwards to revisit and apply the learning in day-to-day work.

Alongside these resources, Navigator helps WeChange.AI customers find personalised recommendations and available learning on Microsoft 365 tools, accessibility and AI relevant to their role. Returning to Navigator after a session can help you connect new knowledge with practical workplace needs, choose a useful next step and keep learning visible as confidence grows.

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• Clipchamp: Learn video editing and find accessibility features for your videos

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• Microsoft Learn: Complete the Accessibility Fundamentals learning path

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