ONLINE - Creating Microsoft Word and Excel Accessible Documents 12/15/2026

Length/CPE Hours

6 hours (1 day)

Class Time

8:30 a.m. – 3:30 p.m. Central Time
One hour lunch – two 15 minute breaks 

Method of Delivery

This class will be held online using GoToMeeting.  Class participants will receive a PDF of the book and will be able to access the class files online.

When you register, be sure to use the email that you would like your GoTo Meeting invitation sent to.  The meeting invitation will be sent no later than 1 hour prior to the class. Check your junk mail if you do not receive an invitation, especially if you have a Gmail or Hotmail account.  You do not have to have a GoTo Meeting subscription to participate.  

The web browser client will download automatically when you start or join your first GoTo Meeting meeting and is also available for manual download here.

https://www.gotomeeting.com/

It is a good idea to download this prior to the online meeting.

Course Description

Individuals with visual impairments often rely on assistive technologies, such as screen readers, to access digital content. Others with low vision may struggle to read poorly structured Word documents or Excel spreadsheets.

State and federal agencies are increasingly focused on ensuring that their programs, services, and communications do not create barriers for individuals with disabilities. As a result, understanding how to create accessible documents in Microsoft Word and Excel is essential for government agencies, educational institutions, and businesses alike.

This online course demonstrates practical steps you can take when creating Word documents and Excel spreadsheets to ensure they are accessible and compatible with assistive technologies. While the majority of the class focuses on Microsoft Word, where most accessibility principles are established, you will also learn how those same principles apply in Excel. Once you understand what makes a document accessible, creating accessible spreadsheets becomes straightforward and manageable.

Below is a course outline for this class:

CREATING ACCESSIBLE WORD DOCUMENTS

• Define Accessible Documents
• Summary of Seven Requirements of Accessibility
• Things to Avoid
• Using the Productivity Tab
• Working with Documents in Compatibility Mode
• Use the Accessibility Checker
• Review Accessible Audit Report
• Modifying the Status Bar to Show Accessibility
• Learn to Navigate Using Styles and Navigation Pane
• Convert Files in Compatibility Mode
• Removing Watermarks
• Clearing Formatting in a Document
• Formatting Document for Accessibility
• Understanding Styles and Why Styles Matter
• Create and Modify Styles
• Show the Style Area
• Show the Next Level Style Automatically
• Reveal Formatting
• Use Alt Text with Figures and Pictures
• Adding Captions
• Modify Hyperlinks for Clarity
• Create Bullet and Number Lists
• Work with Columns
• Discuss Colors and Contrast
• Work with Tables
• Basic Bookmarks
• Discuss Document Properties
• How Styles are Used with Tables of Contents

CREATING ACCESSIBLE EXCEL DOCUMENTS

• Accessibility Checker in Excel
• Descriptive Heading and Labels
• Review Accessible Audit Report Excel file
• Ensure Logical Reading Order
• A1 contains clear title or instructions
• Use Real Tables
• Use Table Styles
• Avoid Merging and Keep Data together
• Name Sheets
• How to Handle Blank Cells
• Use Document Properties
• Fonts and Contrast as Discussed in Word
• Use Alt Text for Charts, Images, Shapes, etc
• Use Named Ranges
• Avoid Overly Complex Functions

Who Should Attend?

Microsoft Word users that have a basic understanding of Word and want to learn steps to ensure their documents are accessible.

Prerequisites:

Students must have a basic understanding of Microsoft Word and Excel.

Cancellation Deadline

The book and materials will be sent 5 days prior to the class. After you have received the materials, you will not be able to cancel.

If you are unable to attend and do not cancel prior to the class, you may send a substitute. Cloud Training Services will consider emergency situations such as a death in the family, illness, and weather, and will make every attempt to work with the person in the event of an emergency.