Improving Accessibility on Microsoft 365

Accessibility used to be a nice-to-have in the world of technology. But as diversity and inclusion conversations became more frequent across businesses, accessibility has become a necessity. It’s key to promoting an inclusive, productive and collaborative environment for everyone, regardless of their abilities.

Microsoft 365 now offers a wide range of accessibility tools and features that are paving the way. Nowadays, we can imagine an environment where every individual can thrive – which is much closer than we were just a few years ago. Let’s explore ways you can improve accessibility across Microsoft 365 to empower all your team.

 

1. Accessible Documents with Microsoft 365 Apps

Creating accessible documents should be a priority, and Microsoft 365 apps like Word, Excel, and PowerPoint make it easier than ever to do so. Here's how:

• Use the Accessibility Checker: All Microsoft 365 apps have a built-in Accessibility Checker, which scans your documents for issues and suggests improvements, like adding alternative text for images or ensuring enough contrast for readability.
• Alt Text for Visuals: Always provide alt text for images, graphs, and tables so that screen readers can convey this information to users with visual impairments.
• Styles for Structured Content: Use built-in headings, lists, and styles to give your document a proper structure that’s readable by assistive technologies.

 

2. Enhanced Accessibility in Outlook

Outlook is one of the most popular email apps, and it’s important that emails are accessible to everyone:

• Accessible Email Formatting: Avoid using too many colours, ensure good text contrast, and use descriptive hyperlinks rather than "click here."
• Reading Pane Customisation: Outlook allows users to adjust font sizes, change themes to dark mode, and set focus assist for distraction-free reading.

 

3. Immersive Reader for Enhanced Reading

Immersive Reader is a powerful tool built into several Microsoft 365 apps, including Word, OneNote, and Outlook. It’s designed to improve reading comprehension for people with dyslexia, ADHD, or anyone who benefits from focused reading. Features include:

• Text Spacing: Wider spaces between words and lines can enhance readability.
• Line Focus: This feature narrows focus to one, three, or five lines of text at a time.
• Read Aloud: The app reads the text aloud, highlighting each word as it’s spoken, helping users follow along.

 

4. Real-Time Captions and Transcripts in Teams

Microsoft Teams is great for meetings and collaboration, and its accessibility features ensure everyone can engage:

• Live Captions: During meetings, Teams offers live captions, automatically transcribing spoken words into text. This is a game-changer for users with hearing impairments or those in noisy environments.
• Transcripts for Recordings: After a meeting, Teams can generate a transcript for recorded sessions, making it easier for users to revisit key points.
• Background Noise Suppression: This helps ensure that users with hearing aids or sensory sensitivities have a more comfortable and focused meeting experience.

 

5. Dictation for Hands-Free Typing

Dictation, available across Word, Outlook, and Teams, is a game-changer for those who prefer or require speech-to-text input. It allows users to type emails, documents, or chat messages hands-free, improving productivity and accessibility for people with mobility challenges or temporary injuries.

 

6. Power Automate for Personalised Workflows

For those who might need additional support in navigating Microsoft 365, Power Automate can create personalised workflows to reduce repetitive tasks. For instance, automating document formatting, email sorting, or reminders can support individuals who need help managing their day-to-day workload, improving both efficiency and accessibility.

 

7. Keyboard Shortcuts for Easier Navigation

Keyboard shortcuts are great time-savers for every user, but they’re invaluable for users with mobility impairments. Common shortcuts include:

• Alt + Q to open "Tell me what you want to do" in Microsoft 365  apps.
• Ctrl + E for search in Outlook and Teams.
• Ctrl + Shift + M to start a new message in Teams.

 

Microsoft 365 offers a robust suite of accessibility tools that can make a significant difference in your company's inclusivity efforts. By using these features, you not only meet the needs of those with disabilities but also create a more efficient, supportive, and productive environment for everyone.

Start exploring these accessibility tools today!