Microsoft has recently introduced significant improvements to PDF accessibility in its Office suite, making it easier for everyone to access and consume information. These enhancements in Word, Excel, and PowerPoint are particularly beneficial for the over 1 billion people worldwide with disabilities.
For many individuals with disabilities, accessible PDFs are crucial for accessing information. These documents include features like text descriptions for images and proper structure for screen readers, ensuring that everyone can understand and engage with the content regardless of their abilities. By improving the accessibility of PDFs, Microsoft is not just following good practice; it is prioritizing inclusivity.
Microsoft 365 now offers several built-in tools and features to simplify the creation of accessible PDFs within Word, Excel, and PowerPoint. Here are the key updates:
The Accessibility Checker is now always on by default. This tool monitors your documents, presentations, and spreadsheets for accessibility issues. If issues are detected, users can easily address them using the Accessibility Checker pane or the Accessibility ribbon tab, available in PowerPoint, Excel, and Outlook for Windows.
Gone are the days of using “Print to PDF” and hoping for the best. Microsoft 365 now encourages users to select “Save as PDF” or “Export as PDF” options. These methods ensure that the resulting PDF maintains the accessibility features present in the original document.
Microsoft has made substantial updates to PDF tagging, focusing on compatibility with screen readers. These improvements include better tagging for shapes with text, alternative text descriptions for images and objects, and proper tagging for equations.
These updates ensure that screen readers can more accurately interpret and convey the information in PDFs to users.
Microsoft 365 has also introduced features that make it easier to create accessible PDFs across different platforms, including iOS and Mac. Users can now add bookmarks for better navigation within the PDF. Furthermore, there have been over 100 enhancements to PDF/UA tags, which are essential for screen reader users. Key updates can be found on the Microsoft Insider Website.
With these advancements, Microsoft 365 is ensuring that creating accessible PDFs is more straightforward than ever. These updates place Microsoft on par with other tech giants like Apple and Google in the means of accessibility.
These features are available now in the latest versions of Microsoft 365, underscoring Microsoft’s commitment to enhancing accessibility and ensuring that all users have equal access to information.