Why? 

If someone uses an assistive device to read a digital file, such as Microsoft Word, PowerPoint, or Excel, that file must include a logical heading structure and proper file properties.

Creating an Accessible File

1. Content should have a clear structure with meaningful headings or slide titles.
2. Complete file properties (metadata), such as the file title.
   1. In Word and PowerPoint, "Title" can be found under File > Properties > Summary.
3. Use “alternative text” fields to describe images with text.
4. Ensure the reading order is logical.
5. Confirm color contrast meets accessibility standards.
6. Use fonts that are easily readable. (refer to the UCSF Font Guide.)
7. Avoid using animations.

Note: Some content may qualify for exceptions, such as archived web content and preexisting documents that will never be updated. Learn more about exceptions in the ADA.gov Fact Sheet.

PowerPoint-Specific Tips

1. Title all slides (hidden titles are acceptable).
2. Limit the amount of text on each slide.
3. Check reading order by selecting Home > Arrange > Selection Pane.
4. For null images, check the "Mark as decorative" checkbox in the Alt Text dialog box.

PowerPoint Resources

• Make your PowerPoint presentations accessible to people with disabilities (Microsoft Support)
• PowerPoint Accessibility (WebAIM)

Excel-Specific Tips

1. Use a simple table structure for data. Specify column header information and avoid split or merged cells.
2. Add text to cell A1 because screen readers begin reading worksheets from cell A1.
3. Ensure all worksheets have unique names and remove any blank worksheets.

Excel Resources

• Accessibility best practices with Excel spreadsheets (Microsoft Support)
• Optimizing Spreadsheet Accessibility (WebAIM)
• Using Excel's Accessibility Checker (LinkedIn Learning video)
• WCAG 2.1 AA Checklist for Microsoft Excel (The Accessibility Guy)

UCSF Branded Templates

The templates below are provided by UCSF Brand Identity. When using these templates, ensure all added content and any design modifications meet accessibility standards. Use them as a starting point to create customized templates:

• Word Templates
• PowerPoint Templates

Use Accessibility Checkers

Passing accessibility checkers doesn’t guarantee full accessibility. However, they provide helpful reminders and explanations for fixes during content creation or editing.

Word, PowerPoint, and Excel: Use the Microsoft Accessibility Checkers to flag accessibility issues. They generate an accessibility summary and provide real-time feedback.