Structure & Formatting

• Subject Lines: Create concise subject lines (e.g. Creating Accessible Word Documents).
• Native List: Use built in lists by selecting the numbered list or bullet list options.
• Left Aligned Text: Avoid using centered or justified alignment when formatting emails.
• Sans-Serf Fonts: Use standard accessible sans-serif fonts (Calibri, Arial, or Aptos) at 11 pt or larger.

Image & Color Contrast

• Alt Text: Select the image, and Right-click, select Add alt text. Write a short description, describing the purpose of the image.
• Text in Images: Type the text in images such a flyers and announcements, directly below the image.

Links & Attachments

• Descriptive Links: Highlight descriptive text and press Ctrl + K (windows) or CMD + K (mac) to insert links. Provide a description such as Creating Accessible Word Documents instead of "click here" or "more information"
• Verify Link: Select the descriptive link and verify the link directs to the intended website.
• Attached Documents: Verify documents are accessible before sharing.

Structure & Formatting

• Structure Announcements: Use headings and native list for announcements. Select the the A to use the editor, next select the three dots and choose Paragraph to select a heading level. Use a bullet or number list for list items.
• Thread Responses: Select "reply with quote" to maintain logical follow of messages.
• Emoji Use: Use emojis sparingly and at the end of sentences.

Images & Links

• Alt Text: Copy and paste the image in the teams chat. Right-click the image and select Edit Alt Text. Add a 1-2 sentence description explaining the purpose of the image. Provide text description of screen shots or text in images, below the image.
• GIF Descriptions: Provide a brief text description in the message body of the animated GIF.
• Descriptive Links: Provide a descriptive text for links, explaining the purpose of linked resource. Verify links shared direct to the intended resource.

Before the Meeting

• Material Distribution: Provide access to agendas, slides and reading materials at least 24 hours in advance. Coordinate with external speakers to submit presentation materials in advance to the host of the event for review.
• Connection Options: Provide direct web-links and dial-in phone numbers, meeting IDs and passcodes for invitations.
• Accommodation Notices: Include contact information for the Office of Disability Services for students, and Office of Access and Equity for faculty in event invitations.

During the Meeting

• Describe Visuals: Announce your name and briefly describe your appearance before presenting . Describe images, charts and graphics that are displayed.

Enable Captions

• Microsoft Teams: Click More (...), select Language and Speech, and then select Show Live Captions.
• Zoom: Click Show captions on the bottom toolbar (or More (...) and the select Show Captions).

Manage Audio & Chat:

• Mute non-speaking attendees.
• Read chat comments and questions aloud or designate an assistance to moderate chat communications.