This document provides information about accessibility features in Microsoft 365. It discusses OneDrive and SharePoint for cloud storage, productivity tools like dictation in Office apps, communication features in Teams, and accessibility settings in PowerPoint. It also covers the Immersive Reader tool for reading documents, live captions and transcripts in meetings, and other accessibility apps like screen readers and magnifiers.

1. Accessibility & M365

3. OneDrive & SharePoint for Cloud storage
File storage on Microsoft 365 exists in two main formats; OneDrive & SharePoint
OneDrive Features
• Single document library
• Individually owned
• Private by default
• Individual manages sharing
• Up to 1000GB of space
SharePoint Features
• Multiple document libraries
• Organisationally owned
• Shared with team by default
• Sharing controlled by permissions
• Up to 1000GB of space (optional)

4. Productivity Tools
In addition to the following tools that we have already covered:
• Auto save
• Share don’t attach
• Allow editing
• Set expiry date
Microsoft now also offers the ability to dictate all content across the Office
Apps, which can take the effort out of typing as well as enabling you to save
time when taking notes during meetings and training sessions.

5. • Huge range of communication features including:
• Chat
• Calls
• Meetings
• Video conference with audio dial in
• Share files, apps and desktops during meetings and review transcriptions
and recordings later
• Access files and other information related to the work of various teams
• Access M365 and third party apps
Teams

6. What is OneNote?
•OneNote is a digital notebook that automatically saves and syncs your
notes as you work. Notes can be taken in typed, written or a dictated
format alongside images, videos & documents. Highlighting and tags
can be used for easy navigation, categorisation & follow-up of your
notes.
•OneNote is free to download and use, although there are some
benefits to using it alongside Microsoft 365, such as built in dictation.
The software can be installed onto Windows & MacOS computers,
downloaded as an app for iOS & Android or accessed via your browser.

7. What should we use …..
Do: 2 mins?
Reply
Reading/Research
OneNote/Evernote
Action Support
Meeting
OneNote/Evernote
Project
Planner/Trello
Waiting For
Action
To do Folder
Book in time to do
Delegate
Hit send
Event
Calendar
Add all info
No Action
General/Archive folder

8. Forms – for gathering data from staff and clients
Microsoft forms enables you to create quick and simple, yet
professional looking questionnaires to be used as part of your business
operations.
Forms can be used to gather qualitative or quantitative data using 7
styles of ‘questions':
• Multiple Choice
• Text based answers
• Ratings
• Dates
• Rankings
• Likert
• Net Promotor Score

9. Sway – for creating accessible web-based docs
•Microsoft Sway enables you to create accessible
•web-based documents such as presentations
•how-to guides and reports for use internally and externally to your
organsiation.
•Documents are built and viewed via a web browser and can encompass wide
range of web-based content formats.
•Sway is also mobile friendly, meaning it adapts to suit the device it is being
viewed on at the time.
• Accessibility features in SWAY

10. Lens – For scanning documents on the go
•Microsoft Lens enables you to use the camera on your smartphone to
quickly and easily scan documents, business cards and whiteboards.
•You can save them as image files, PDFs, and even using OCR to convert
them into editable word docs as well.
•Scans can easily be saved to your device, or directly to OneDrive or
SharePoint.

11. Power Apps

12. M365 Accessibility

14. Creating and publishing content

15. Ensuring the accessibility of a document
• Most people don’t realize that ensuring the accessibility of a
document is their responsibility, and that creating accessible
documents means that more people are able to access, read, and
use them!
• Let’s get the basics right
• Use headings to easily navigate a long document,
• Use text contrast that’s easy to read in a variety of lighting conditions
• Develop Alt tags for all images

16. Creating accessible files
• The Accessibility Checker analyses your material and
provides recommendations alongside your
document, helping you understand how to fix errors
and create more accessible content over time.
• Checks for quality content that is accessible to people
with disabilities.
• Toolbar ribbon – Review  Check Accessibility
• Use in Outlook (when replying or creating)
• PowerPoint
• Word
Accessibility Checker

17. Activity
• Open a PowerPoint or Word Document
• Click - Review  Accessibility checker
• Click Accessibility checker
• Click on inspection results
• Click on the down arrow next to a suggestion
• Click to accept recommendation or carry out the action

18. Options: Accessibility
• Explore the Options: Accessibility
• Keep accessibility Checker on while I work
• Automatic Alt Text
• Activity- Accessibility Checker: Options –
Keep Accessibility working in the background

19. Alt Tag text
• Make sure to convey the content and the purpose of an
image in a concise and unambiguous manner.
• The alt text shouldn’t be longer than a sentence or two—
most of the time a few thoughtfully selected words will do.
• Consider what is important about an image…. important
context may be the setting, the emotions on people's faces,
the colors, or the relative sizes.
• Mark as decorative OR auto generate OR write from scratch

20. Activity
• Review > Check Accessibility > Alt Tags
• Click on one not written
• Decide on the content and write it up
• Does it make sense to you?

21. Export to PDF – check accessibility
https://insider.office.com/en-us/blog/accessible-pdfs-made-easier

22. Reading Options Pane
•In PowerPoint – the reading options Pane adjusts the
order in which a screen reader will read the PowerPoint
slides
•This is important as the user can get very confused if
the slide content is read before the title for example
•Activity – open a PPT and click Review>Check
accessibility > Reading options
•Click the tick boxes off if you don’t want the content to
be read out
•Then click on the up/down arrows to re-order the
content

23. Does it need to be written?
• For those with dyslexia – or processing conditions
• For those with low literacy
• Canva – drawings and diagrams, models or
infographics
• Tabular and bullet format
• Highlight key words for easy reference
Alternatives to written text

24. Video and audio alternatives
• PowerPoint Presenter – recording PowerPoints beforehand
• Recording >Record slide show
• Publish to Stream
• for staff to gain easy pre-read and gain insight – allowing time for
discussion in the meeting
• Those with auditory process delay to gain greater understanding
• Those with sight loss or issues to be able to magnify

25. Meetings

26. Closed Captions and subtitles
• Subtitles assume an audience can hear the audio, but need the
dialogue provided in text form as well.
• Closed captioning assumes an audience cannot hear the audio and
needs a text description of what they would otherwise be hearing.
• Transcription refers to the process by which audio is converted into
written text, whereas captioning divides that transcript text into time-
coded chunks, known as “caption frames.”

27. Teams Live Captions – attendee view
• Live captions & subtitles allow attendees to read
speaker captions in real-time— helping to improve
the accessibility and effectiveness of meetings and
live events.
• Attendees: Can turn on live captions and subtitles,
select Captions/Subtitles On Closed captions
button in your video controls. – Can change
language
• Once call is over is it NOT saved
For more information: Check out Live captions
and subtitles for Live Events and Microsoft

28. Transcript
• Transcript creates a full transcription of the call –
into the Chat area
• Saves into the original invite in Teams
• Is saved after the call
• Participants are notified that live transcription is
on and have the ability to hide it from their
meeting view with just a click. If they choose not
be identified, attendees can also turn off
speaker attribution in their profile settings.

29. Download transcript
• and you can download it into Word or as a VTT file (with date
stamps)
• VTT has time stamp related transcript for easy searching

30. PowerPoint subtitles
• Slideshow  Always Use Subtitles
• Subtitle settings
• Spoken language  translate
• Check microphone if using a headset
• Decide on location of subtitles

31. PowerPoint Subtitles – more settings
• Transparency
• Background
• Font style and size
Takes you to Windows 10 settings

32. What else in PowerPoint?
• Record your slide show with subtitles
• Send it to those who would like it in advance
• They can watch beforehand or on a separate screen
• (Share it in OneDrive or in Stream)

33. Transcripts
• Record in Stream
• At end
• Find file in OneDrive
• upload it into Stream
• Click on transcript
Post-production script of call
Teams cloud meeting recording - Microsoft
Teams | Microsoft Docs

35. Stream video transcription
• Upload from OneDrive to Stream
• During upload –tick auto generate captions

36. Activity
• Open a PowerPoint
• Click Slideshow
• Click ‘Always use subtitles’
• Click settings – change language
• Click present – from beginning
• Start talking!

37. Reading

38. Immersive Reader
6 key activities
1. Listen: To listen to the text, select Play
2. Read: Text options menu
3. Parts of speech: controls grammar highlighting and helps readers
understand complex sentences
4. Line Focus enables readers to narrow the focus
5. Picture Dictionary gives you the ability to click on any single word and
have it read aloud.
6. Translate lets you change the language of the text you're reading
Available in OneNote, Word, Outlook, Edge and Lens

39. Listen – Read Aloud
• 6 key activities
• 1. Listen: To listen to the text, select Play
Available in OneNote, Word, Outlook, Edge and Lens

40. Listen - Activity – Read Aloud
• Copy text from internet and paste into OneNote
• Now click immersive reader
• Click play
• Now play with settings –change voice speed, voice selection

41. Read with support
• 2. Read: Text options menu lets you:
• Change text size
• Reduce crowding between letters
• Change the font
• Change background color
• Have a go

42. Immersive reader
• 3. Parts of speech: Grammar options - controls
grammar highlighting and helps readers understand
complex sentences. Learn more: Highlight parts of
speech.
• 4. Line Focus enables readers to narrow the focus of
their reading experience by highlighting sets of one,
three, or five lines within their chosen material in
Immersive Reader. Learn more: Turn on line focus

43. Immersive Reader
• 5. Picture Dictionary gives you the ability
to click on any single word and have it
read aloud.
• 6. Translate lets you change the
language of the text you're reading.

45. Now available in Teams
• In Chat – click on the three dots of a message
• Click immersive reader
• Light, high contrast and dark themes
• Settings in Teams

46. Activity
1. Listen: To listen to the text, select Play
2. Read: Text options menu
3. Parts of speech: controls grammar highlighting and helps readers
understand complex sentences
4. Line Focus enables readers to narrow the focus
5. Picture Dictionary gives you the ability to click on any single word
and have it read aloud.
6. Translate lets you change the language of the text you're reading

47. In Edge
… Read Aloud - or Cntrl Shift U

48. Immersive reader – Microsoft Lens – iOS and Android
• Read aloud
• Highlight/syllables/spacing
It’s amazing!!!

49. Transform a picture into a table in Excel for Android
• Transform a picture into a table in Excel for Android
• A new feature in Excel for Android allows you to insert pictures with
table-like structures into Excel. Simply take a picture and use the
Insert data from picture feature. With this new Excel Android feature,
you can now insert data directly onto Excel sheets from pictures
containing tabular data.
• Use Case: This is a great way for people with mobility disabilities to
transfer data to Excel spreadsheets without any keystrokes or
manual entry.
• For more information: Insert data from picture in Excel Android to
transform picture into table.

50. Windows Narrator
• It enables you to interact with the computer without viewing a screen and
provides command and control of your device using a keyboard, controller or
with a range of gestures on touch supported devices.
• Start Narrator – Windows+ Ctrl + Enter
• Windows Logo Key + Ctrl + N to access your Narrator settings.
• Narrator has added initial support for Google Chrome.
• Use Case: This is great for someone who is blind or low vision that wants to
navigate around apps and other aspects of the Microsoft Windows and Office
software. Having a screen reader tell you where you are and in such great
detail is useful in unfamiliar websites and applications.
• Guide to Narrator
Narrator is Microsoft's built-in screen reader for Windows

51. Activity Narrator
• Press – Windows + Ctrl + Enter
• Wait a few seconds
• Open a web page – BBC
• Tab through to a new article you’d like to read
• Click enter
• Now use tab to jump across navigation
• Use up and down arrows to jump lines

52. Win Ctrl N – Narrator settings – have a look

53. Magnifier
• Magnifier is a tool that enlarges part—or all—of your screen so you can
see words and images better
• Lens option or full screen mode
• Win + to start it
• Win+ to enlarge
• Win- to reduce
• Also has read aloud function
• For more information: Read more about using Magnifier
• Have a play
Win key +

54. Writing

55. Dictation
• Make sure your device is connected to the internet
• Place the cursor into a document or text field.
• Or select the microphone icon on the on-screen
keyboard.
• The dictation bar will appear on-screen to show that
your device is listening. Note: You may be asked to
turn on Online speech recognition first.
• Now, just start talking to enter your text. Keep mic on
to edit
OneNote or Word
https://support.microsoft.com/en-us/office/dictate-your-notes-in-
onenote-2f5d1549-afe1-4abd-95ff-829a839e3d00

57. Activity
• Open One Note
• Click on Dictate
• Start Dictating
• Use some commands – full stop, new paragraph
• Speak in phrases, not in single words, pause slightly after a
punctuation mark

58. Win + H – for Teams and accessibility
• Win + H – Windows 10 Dictate function
• Dictate into Teams chat – try it!
https://support.microsoft.com/en-us/office/accessibility-overview-of-microsoft-teams-2d4009e7-1300-4766-87e8-7a217496c3d5

59. Activity
• Open Teams
• Click on a chat
• Click Win H on your keyboard – wait for it to say ‘listening’
• Click in the chat
• Speak and then pause, say ‘enter’ it will send

60. Dictation in iOS and Android
• On any App where there is a keyboard
• Microphone bottom right
• Use to dictate Notes, emails, messages, texts
• Don’t get confused with audio recording in
Messenger and WhatsApp

64. Further accessibility apps

65. Screen reading and magnifying software
• Supernova and Jaw are two popular screen
reading assistive technologies
Features include –
• Changing colour of text and background to
enable user to read the text
• Reading back text from documents or websites
in various voices
• Reads braille
• Second screen feature to show location within
magnified document
https://yourdolphin.com/en-gb/products/individuals/supernova-
magnifier-screen-reader

66. Hand Magnifier Pebble / Snow
• Enable user to magnify any text they
come across in their home or work life
• Works on digital screens as well as
printed or written text
• Optical Character Recognition
• Text to Speech
• HD video with image capture
• Can be used with desktop stand
• Up to 12” screen
https://www.enhancedvision.co.uk/low-vision-product-
line/pebble-hd-hand-held-portable-electronic-magnifier.html

67. Glean – note taking software
• Import slides
• Record audio
• Mark highlights to review later
• Assign notes to each slide
• Annotate slide changes linked to notes
• One click highlight to allow focus on presenter
• Audio timestamps, for keypoints, change of topic /
slide, etc
• Online or external recording

68. Mindview suite – Mind mapping software
• Mind-mapping, Timeline, Storyboard, etc
• Conversion to Word / Powerpoint
• Using headings, subheadings and format
• Linked images and diagrams
• Cloud storage and online account
• Structured visualisations, linear and cyclical
• Strong support for ADHD, ASD, etc

69. Thank you
Please complete the feedback form for this course using
the QR code or this link.
https://forms.office.com/r/CJh90FcijP