Advanced Accessibility Features in Microsoft Office and Google Workspace: Beyond the Basics

In today’s digital-first workplace, productivity suites like Microsoft Office and Google Workspace are the backbone of collaboration, communication, and content creation. For digital leaders, IT administrators, and power users, the challenge is no longer just about meeting minimum accessibility requirements—it’s about operationalizing accessibility at scale, embedding it into every workflow, and ensuring true digital inclusion for all employees and customers.

Why Advanced Accessibility Matters

Accessibility is not a checkbox—it’s a strategic imperative. Over a billion people worldwide live with disabilities, and many more experience temporary or situational impairments. Accessible digital content is not only a legal and ethical necessity, but also a driver of innovation, operational efficiency, and brand trust. Organizations that embed accessibility deeply into their workflows reduce barriers, expand their reach, and foster a culture of inclusion that benefits everyone.

Moving Beyond the Basics: Advanced Features and Best Practices

While most users are familiar with basic accessibility checks—like running an accessibility checker or adding alt text—Microsoft Office and Google Workspace offer a wealth of advanced features and strategies that can help organizations move from compliance to true inclusion.

1. Creating and Governing Accessible Templates

Microsoft Office:

Custom Styles and Headings: Use built-in styles for headings, lists, and tables instead of manual formatting. This ensures logical document structure, making content easier to navigate with screen readers.
Accessible Slide Layouts: In PowerPoint, use layouts with predefined title and content placeholders. Avoid slides without titles or with duplicate titles, as these can confuse users relying on assistive technology.
Reusable Templates: Develop and distribute accessible templates for common document types (reports, memos, presentations) across your organization. This standardizes best practices and reduces the risk of inaccessible content.

Google Workspace:

Document Structure: Use built-in heading styles in Google Docs and Sheets to improve readability and ensure compatibility with screen readers.
Template Gallery: Curate a set of accessible templates in your organization’s template gallery, making it easy for teams to start with an inclusive foundation.

2. Leveraging Built-In and Add-On Tools

Screen Reader Support: Both Office and Workspace are optimized for popular screen readers. Features like "Read Aloud" in Word and robust screen reader modes in Google Docs enhance usability for all.
Accessibility Add-ons: Both suites support add-ons and extensions for real-time captioning, text-to-speech, and color contrast analysis. These can be integrated into daily workflows to support a wide range of needs.
Automated Accessibility Testing: In Office, the Accessibility Checker can be set to run automatically before saving or sharing a file. In Google Workspace, third-party add-ons can scan documents for common issues and suggest fixes.

3. Automating and Operationalizing Accessibility Checks

Workflow Integration: Embed accessibility checks into document approval workflows. For example, require that all documents pass an accessibility check before being published or distributed.
Automated Reminders: Set up automated reminders or triggers to prompt users to run accessibility checks, especially in fast-paced, collaborative environments.
Feedback Loops: Encourage feedback from users with disabilities and incorporate their insights into template and process improvements.

4. Training, Governance, and Scaling Accessibility

Cross-Discipline Training: Provide training for all team members—designers, copywriters, developers—on accessibility best practices. Make accessibility a core part of onboarding and ongoing professional development.
Accessibility Champions: Appoint champions or create a network of advocates across departments to drive adoption and share best practices.
Policy Integration: Make accessibility a non-negotiable requirement from the start of every project. Embed it into your processes, tools, and culture.

Step-by-Step Guide: Embedding Accessibility in Your Workflow

Start with Accessible Templates: Use or create templates that follow accessibility best practices—structured headings, high-contrast color schemes, and descriptive link text.
Use Built-In Tools: Regularly run the Accessibility Checker in Office or use Google’s accessibility features to identify and fix issues.
Structure Content Properly: Always use heading styles, avoid using color alone to convey meaning, and provide meaningful alt text for images.
Test with Assistive Technology: Preview documents with screen readers or keyboard-only navigation to ensure real-world usability.
Automate Where Possible: Set up automated checks and reminders to ensure accessibility is not forgotten.
Train and Empower Teams: Offer regular training and resources, and make accessibility a shared responsibility across roles.

Real-World Scenario: Scaling Accessibility in a Global Organization

Consider a large financial services firm rolling out a new policy document template. By embedding accessible styles, providing clear instructions for alt text, and integrating automated accessibility checks into the document management system, the firm ensures that every new policy is accessible from day one. Accessibility champions in each department provide feedback and support, while regular training keeps everyone up to date on evolving best practices. The result: reduced administrative burden, improved compliance, and a more inclusive workplace for all employees.

Tips for Success

Think Beyond Compliance: Accessibility is about usability for everyone, not just meeting minimum standards.
Involve People with Disabilities: Include users with a range of abilities in testing and feedback.
Iterate and Improve: Regularly review templates, processes, and training to keep pace with new tools and standards.
Leverage Technology: Use AI-powered tools for real-time captions, automated alt text, and language simplification to further enhance inclusion.

The Path Forward

Advanced accessibility in Microsoft Office and Google Workspace is within reach for every organization. By moving beyond the basics—creating accessible templates, leveraging built-in and add-on tools, and embedding accessibility into collaborative workflows—digital leaders can drive meaningful, scalable change. The payoff is profound: a more inclusive, efficient, and trusted organization that empowers every employee and customer to participate fully in the digital workplace.

Ready to take your accessibility journey to the next level? Connect with Publicis Sapient to learn how we can help you operationalize accessibility at scale and unlock the full potential of your digital transformation.