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

In today’s digital-first workplace, productivity suites like Microsoft Office and Google Workspace are the backbone of collaboration, communication, and content creation. While most organizations are familiar with basic accessibility checks—such as running an accessibility checker or adding alt text to images—true digital inclusion requires going further. For digital leaders, IT administrators, and power users, leveraging advanced accessibility features and operationalizing best practices at scale is essential to ensure that every document, presentation, and spreadsheet is usable by all.

Why Advanced Accessibility Matters

Accessibility is not just a compliance checkbox—it’s a strategic imperative. With over a billion people worldwide living with disabilities, and many more experiencing temporary or situational impairments, accessible digital content is a business, ethical, and legal necessity. Embedding accessibility deeply into workflows not only reduces barriers for employees and customers but also drives innovation, operational efficiency, and brand trust.

Moving Beyond Basic Checks: What’s Possible in Office and Workspace

1. Creating Accessible Templates

Microsoft Office:

Custom Styles and Headings: Instead of manually formatting text, use built-in styles for headings, lists, and tables. This ensures logical document structure, making content easier to navigate with screen readers.
Accessible Slide Layouts: In PowerPoint, use slide 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 the built-in heading styles in Google Docs and Sheets. This not only improves readability but also ensures 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 Screen Reader Support

Microsoft Office: Office applications are optimized for popular screen readers like JAWS and NVDA. Features such as the "Read Aloud" function in Word and Outlook, and keyboard shortcuts for navigation, enhance usability for all.
Google Workspace: Google Docs, Sheets, and Slides offer robust screen reader support, including voice feedback, braille display compatibility, and keyboard navigation. Users can enable screen reader mode and access detailed accessibility guides directly from the Help menu.

3. Using Accessibility Add-ons and Automation

Accessibility Add-ons: Both suites support add-ons and extensions that can further enhance accessibility. For example, Google Workspace offers add-ons for real-time captioning, text-to-speech, and color contrast analysis. Microsoft’s Office Add-ins marketplace includes tools for checking color contrast, generating accessible tables, and more.
Automated Accessibility Testing: Integrate automated accessibility checks into your document workflows. 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.

4. Collaborative Accessibility in Large Organizations

Governance and Training: Provide cross-discipline training for all team members, including designers, copywriters, and developers. Make accessibility a core part of onboarding and ongoing professional development.
Accessibility Champions: Appoint accessibility champions or create a network of advocates across departments to drive adoption and share best practices.
Policy and Process Integration: Embed accessibility checks into document approval workflows. For example, require that all documents pass an accessibility check before being published or distributed.
Feedback Loops: Encourage feedback from users with disabilities and incorporate their insights into template and process improvements.

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 in fast-paced, collaborative environments.
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: Accessibility is a journey—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.