3 Ways to Make Microsoft’s Accessibility Assistant Impossible to Ignore

3 Ways to Make Microsoft’s Accessibility Assistant Impossible to Ignore

We all know Microsoft’s Accessibility Assistant exists, but let’s be real—knowing it’s there and actually using it are two different things. Maybe you run out of time, or maybe you just flat-out forget where the button is buried.

The secret isn't a better memory; it's a better setup. If you stop treating accessibility as a final step and make it a permanent part of your workspace, you don't have to remember to look for it at all.

Here are three ways to bring the accessibility checker into the foreground of Word, PowerPoint, and Excel so it's effectively unavoidable.

1. The Status Bar (Word, PowerPoint, Excel)

Why wait until the document is finished to realize there’s an issue? You can put a dedicated indicator right at the bottom of your screen so you always know where you stand.

• How to set it up: Go to File, then Options, then Accessibility and check the box for "Show accessibility status for the Accessibility Assistant in the Status Bar."

• The Result: You’ll see a small "Accessibility: Investigate" or "Accessibility: Good to go" icon in your status bar.

It’s a gentle, persistent nudge that stays in your line of sight while you work. If the status changes to "Investigate," just click it to open the Assistant and start remediating immediately.

2. The Inline Status Indicator (Word)

If you’re a fan of the red squiggly lines for typos, you’ll love the inline status indicator. It brings accessibility issues out of the menus and directly into the margins of your document.

• How to set it up: Go to File, then Options, then Accessibility and check the box for "Show accessibility status inline with the document."

• The Result: Word will flag issues right where they happen by displaying a person icon.

When you see the person icon in your margin, just click it. You’ll get a popup that lets you make a quick fix on the spot or open the full Accessibility Assistant. 

3. The Quick Access Shortcut (Word, PowerPoint, Excel)

If you prefer using the full accessibility assistant but hate digging through the "Review" tab to find it, move the button to your Quick Access Toolbar (the very top bar of your window).

• How to set it up: Go to File, then Options, then Quick Access Toolbar. Under "Choose commands from," select the Review Tab, find Accessibility Checker, click Add, and hit OK.

• The Result: The Accessibility icon will now live permanently at the top of your window—right next to the Save and Undo buttons.

An Important Reminder

While getting that "Accessibility: Good to go" icon feels great, remember that the checker is an imperfect automated tool. Passing the check doesn’t mean your document is 100% accessible, but it is a great start. Once the checker is finished, use your 7 Core Skills to catch the nuances that the software might miss.

Want to Learn More?

• Read the Office for Digital Accessibility's Accessibility Checker Overview.

• Watch ELT's Accessible Documents Webinar where Shona and Emma discuss the strengths and weaknesses of Microsoft's Accessibility Assistant and Grackle for Google Docs.

• Explore the Digital Accessibility Resources section of the Intranet.

Article by Emma Morin, Extension Learning Technologies, morin167@umn.edu