Building Inclusive Digital Experiences with Microsoft Accessibility Tools

Digital accessibility is essential for ensuring that all individuals, regardless of their abilities or disabilities, can access and interact with digital content. Microsoft offers a range of accessibility tools that nonprofits can use to create inclusive digital experiences for their beneficiaries, volunteers, and staff.

Microsoft 365 Accessibility Features: Microsoft 365 includes built-in accessibility features such as Immersive Reader, which helps individuals with reading difficulties by providing text-to-speech capabilities and customizable reading settings. Additionally, Office applications offer accessibility checkers that help users identify and fix accessibility issues in their documents.

Windows Accessibility Tools: Windows provides several accessibility tools designed to support individuals with various disabilities. For example, Narrator is a screen reader that reads aloud text on the screen for visually impaired users. Magnifier enlarges parts of the screen for users with low vision. Speech Recognition allows users to control their devices using voice commands.

Inclusive Design Principles: Nonprofits should adopt inclusive design principles when creating digital content and services. This involves considering the diverse needs of users from the outset and ensuring that digital products are usable by everyone. Microsoft's Inclusive Design Toolkit offers guidelines and resources to help organizations implement these principles effectively.

By leveraging Microsoft's accessibility tools and adopting inclusive design practices, nonprofits can ensure that their digital experiences are accessible to all individuals, fostering greater inclusion within their communities.

Step-by-Step Guide to Using Microsoft Accessibility Tools

1. Getting Started with Accessibility Tools

• Accessibility Checker: This tool is built into Microsoft Office applications like Word, Excel, PowerPoint, and Outlook. It helps identify and fix accessibility issues in your documents.
  • How to Use: Open your document, go to the "Review" tab, and select "Check Accessibility". The tool will highlight issues and provide suggestions for fixing them1.
  • Example: A non-profit organization can use the Accessibility Checker to ensure their annual report is accessible to all stakeholders, including those with disabilities.

2. Creating Accessible Content

• Font and Color Choices: Use simple fonts like Segoe UI, 12pt or larger, and choose colors that stand out against the background. Avoid using color alone to convey meaning2.
  • How to Use: In your document, select appropriate fonts and colors that meet accessibility standards.
  • Example: When creating promotional materials, a non-profit can ensure that text is readable for individuals with visual impairments by using high-contrast colors and larger fonts. 

3. Using Alternative Text

• Alt Text for Images: Include alternative text with visual items like images, charts, and graphs to describe their content2.
  • How to Use: Right-click on the image, select "Edit Alt Text", and enter a description.
  • Example: A non-profit can add alt text to images in their newsletters to ensure that visually impaired recipients understand the content.

4. Structuring Documents

• Headers and Lists: Use built-in header styles in Word and OneNote and break up text blocks with bullets and numbered lists2.
  • How to Use: Apply header styles from the "Home" tab and use bullets or numbered lists to organize information.
  • Example: When drafting a grant proposal, a non-profit can use headers and lists to make the document easier to navigate for individuals using screen readers.

5. Creating Accessible Slides

• Unique Titles and Reading Order: Give every slide a unique title and check the reading order to ensure assistive technology reads slide content correctly2.
  • How to Use: Use the "Outline View" to check and add titles, and use the Accessibility Checker to verify reading order.
  • Example: During a fundraising presentation, a non-profit can ensure that each slide is accessible by verifying titles and reading order.

6. Using Microsoft Forms

• Inclusive Design: Microsoft Forms is designed to be accessible, requiring minimal effort from authors to add alt text and ensure color contrast standards are met1.
  • How to Use: Create forms and surveys, add alt text to images, and ensure color contrast.
  • Example: A non-profit can use Microsoft Forms to create accessible surveys for collecting feedback from beneficiaries.

7. Accessibility in Power BI

• Designing Accessible Reports: Power BI offers features to design reports that are accessible to all users1.
  • How to Use: Follow guidelines for creating accessible reports, such as using descriptive names for links and ensuring color contrast.
  • Example: A non-profit can use Power BI to create accessible data visualizations for their impact reports.

Use Cases for Non-Profits

1. Enhancing Donor Engagement

• Example: Use Dynamics 365 Marketing to create accessible email campaigns that include alt text for images and high-contrast colors to ensure readability for all donors3.

2. Building Inclusive Digital Experiences

• Example: Implement accessibility features in your website and digital content to ensure that all visitors, including those with disabilities, can access information and services3.

3. Supporting Hybrid Work Solutions

• Example: Use Microsoft Teams to create accessible virtual meeting environments, including live captions and screen reader support, to ensure all team members can participate fully3.

4. Leveraging AI for Accessibility

• Example: Develop AI-powered tools that provide detailed audio descriptions for videos, making content accessible to blind filmmakers4.

By following these steps and examples, non-profits can leverage Microsoft Accessibility Tools to create inclusive and accessible content, ensuring that their services and communications reach a wider audience.