> For the complete documentation index, see [llms.txt](https://sfdigitalservices.gitbook.io/digital-accessibility-for-sf.gov-editors/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://sfdigitalservices.gitbook.io/digital-accessibility-for-sf.gov-editors/document-accessibility-for-sf.gov-editors/resources/microsoft-office-accessibility-checklist.md).

# Microsoft Office accessibility checklist

### For All Office Programs 

* Use **built-in** styles, layouts, and structures instead of manually formatting 
* Add **alt text** for meaningful images, charts, and graphics 
  * Mark **decorative** images/objects as decorative 
* Ensure **high color contrast** (dark text on light background, or vice versa) 
* Do not convey meaning with color alone 
* Write **descriptive link text** (for example, “Read the 2025 report” instead of “Click here”) 
* Keep **layout** clean: avoid extra spaces, tabs, empty text boxes, or merged cells in tables 
* Add a document **title** in Properties 
* Always run the **Accessibility Checker** before sharing 

### Word 

* Apply **Heading styles** (Heading 1, Heading 2, etc.), not just bold font, to structure content 
* Use **bulleted or numbered lists** instead of typing dashes or symbols 
* Add **header rows** to tables (Table Tools → Design → Header Row) 
* **Avoid merged cells** in tables

### PowerPoint 

* Use **built-in** slide layouts (Title, Content) instead of drawing text boxes 
* Add a **title** for every slide 
* Check **reading order** with the Selection Pane 
* Use **high contrast** text and background colors 

### Excel 

* Use a **single header row** 
* **Do not merge cells** 
* Don’t use **blank rows or columns** for spacing 
* **Format data as a Table** (Insert → Table) for screen reader navigation 
* Rename **worksheet tabs** with descriptive names 

### Save as PDF 

* Go to File → **Save As** (or **Export**) → choose PDF 
* In Options, check “**Document structure tags for accessibility**” (or option for accessibility) 
* Save your file 

{% file src="/files/F4DAyzmwc8ypVCAbsh2O" %}
Print this checklist as a one-page handout
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