Check accessibility of Word documents
Once we have prepared our Word document, following the accessibility rules, the last step is to verify that the document is really accessible. To perform this action we will use the Accessibility Checker that works equally in Word, Excel and PowerPoint.
To perform the accessibility check in Word, we follow these steps:
- Click on File and then on Information
- We select the button Check for issues.
- In the dropdown that appears click on Check accessibility.
- And the Accessibility Checker panel will open.
In the Accessibility Checker panel we can see the detected problems, classified according to their severity:
- Errors: They are a problem that make it impossible or very difficult to understand the document.
- Warnings: It is less serious but it makes it difficult for the user with a disability to understand the content.
- Suggestions: They indicate how to improve the document, although the content can already be understood by people with disabilities.
For each problem we can see in Additional information the reason and the correction to that problem.
If the extension of the document is .doc (Word 97-2003), the accessibility checker will not be executed. We should save the document with a .docx extension so that the action is completed successfully.
Check accessibility of PDF documents
As a last step in the creation of our PDF documents we must always check its accessibility.
Adobe Professional or Adobe DC has several tools to check and solve the accessibility of PDF documents. To perform the accessibility check, we follow these steps:
- Click on the View menu , then on Tools and select. Accessibility .
- In the tool panel, under the Accessibility section, we select Full check.
- The accessibility checker options window will appear. We leave the default values and press Start check.
- The accessibility checker panel will open, in which we can analyze the accessibility errors and warnings.
The Full Check feature does not distinguish between essential and non-essential content types, so some of the problems it reports do not affect readability. It is advised to review all issues to determine which ones require correction.
The report shows one of the following status for each rule checking:
- Passed: the item is accessible.
- Skypped by user: the rule was not checked because it was not selected in the Options dialog box of the Accessibility Checker.
- Needs manual check: the Full Check feature could not check the item automatically. Verify the item manually.
- Failed: the item did not passed the accessibility check.
To fix a failed check after running Full Check, right-click on the item in the Accessibility Checker panel. Choose one of the following options in the context menu:
- Fix: Acrobat either fixes the item automatically, or displays a dialog box prompting you to fix the item manually.
- Skip rule; Deselects this option in the Accessibility Checker Options dialog box in future checks of this document, and changes the item status to Skipped.
- Explain: Open the online Help where you can get more details about the accessibility issue.
- Check again: Runs the checker again on all items. Choose this option after modifying one or more items.
- Show report: Displays a report with links to tips on how to repair the failed checks.
- Options: Opens the Accessibility Checker Options dialog box, so you can select which checks are performed.
You can find more information in the Adobe documentation on Creating and checking the accessibility of PDF files (Acrobat Pro DC) .
PowerPoint presentations PDF documents