Accessible Office and PDF Files
Microsoft Office and PDF Accessibility Overview
Microsoft Office files and PDF documents are commonly used to share instructional, administrative, and public-facing information. To ensure equal access for all users, these files must be created and maintained in accessible formats that support assistive technologies such as screen readers, keyboard navigation, and text-to-speech tools.
Creating accessible documents helps reduce barriers for individuals with disabilities, supports inclusive learning and communication, and aligns with accessibility standards such as WCAG and SUNY Electronic & Information Technology (EIT) requirements.
Microsoft Office Files (Word, PowerPoint, Excel)
Microsoft Office files should be created accessibly from the start. Properly structured Word documents, PowerPoint presentations, and Excel workbooks improve usability for all users and significantly increase the accessibility of files when they are later converted to PDF.
Accessible Office files typically include:
- Proper use of built-in headings and document structure
- Meaningful alternative text for images, charts, and graphics
- Accessible tables with header rows and logical reading order
- Sufficient color contrast and readable fonts
- Descriptive link text and clear file names
Check your documents with Grackle
Grackle is installed on all versions of Word and PowerPoint, including the desktop apps and Microsoft 365 (online). Grackle should be the way you check Word documents and PowerPoint presentations for accessibility.
Look for Grackle on the ribbon in Word or PowerPoint, or under the Add-ins button, then run a check and follow the guided steps to fix each issue.
Microsoft Office has its own built-in Accessibility Checker, but it only looks for a limited set of common problems. A document can pass Microsoft’s checker and still have issues that keep it from meeting WCAG and SUNY EIT standards. Grackle is recommended because it:
- Checks against WCAG 2.2 Level AA, testing many more accessibility criteria than Microsoft’s basic checks
- Shows the reading order that screen readers such as NVDA, JAWS, and Narrator will follow, so you can catch content that will be read out of order
- Guides you through each fix with clear instructions, instead of only listing errors
- Flags placeholder alt text, such as image descriptions generated automatically by AI that still need to be reviewed
- Helps you export accessible PDFs, with step-by-step guidance for creating a PDF from your Word or PowerPoint file
Grackle works in Word and PowerPoint. For Excel workbooks, use Microsoft’s built-in Accessibility Checker.
Grackle resources:
- About Grackle for Word and PowerPoint: features and how Grackle checks your files.
- Grackle video tutorials: Grackle’s YouTube channel.
Microsoft resources
- Create Accessible Word Documents
- Create Accessible PowerPoint Presentations
- Create Accessible Excel Workbooks
- Improve Accessibility with the Microsoft Accessibility Checker
PDF Documents
PDFs must be properly tagged and structured to be accessible. Creating accessible source documents in Microsoft Office before exporting to PDF greatly improves the accessibility of the final file and significantly reduces the need for remediation.
Because Adobe Acrobat Pro is required to fully check and remediate PDF accessibility, it is strongly recommended that documents be created accessibly in Microsoft Word first, checked with Grackle, and then converted to PDF.
When accessibility issues are present, Adobe Acrobat Pro can be used to:
- Add and verify document tags
- Check reading order and heading structure
- Identify color contrast and form field issues
- Validate screen reader compatibility
If you need Adobe Acrobat Pro installed, please submit a support ticket.
Please note that SUNY Cobleskill has a limited number of Adobe Acrobat Pro licenses. Licenses may be reassigned if they are not actively used or if there is a demonstrated need by other users.
Resource: Create and Verify PDF Accessibility (Adobe Acrobat Pro)
TextAid (Text-to-Speech Support)
TextAid is a text-to-speech tool available at no cost to all SUNY Cobleskill students and employees. It allows users to listen to digital content, including Microsoft Office files and PDFs, supporting individuals with visual impairments, reading disabilities, learning differences, or anyone who benefits from audio reinforcement.
TextAid features include:
- Read-aloud functionality for digital documents
- Adjustable reading speed and voice options
- Improved comprehension and focus
TextAid enhances accessibility by providing an additional way to access written content; however, it does not replace the requirement to create accessible documents.
To learn how to access and use TextAid, visit the SUNY Cobleskill Knowledge Base, which includes step-by-step instructions and helpful resources.
Resource: TextAid Guide