SharePoint: Guidance for Creating Accessibile SharePoint Content

Summary

This knowledge base (KB) article provides practical, day‑to‑day guidance for creating and maintaining accessible SharePoint Online sites at USNH. It is intended for site owners, page authors, and content editors who create or maintain SharePoint content. SharePoint Online includes many built‑in accessibility features, but accessible outcomes depend on everyday content decisions. This article focuses on what authors are encouraged to do as a matter of course when creating or updating SharePoint content.

Following these guidelines consistently supports WCAG 2.2 Level AA compliance, improves usability for everyone, and reduces the need for remediation later.

Content

Why Accessibility Matters

Accessibility is a core part of how USNH serves its students, faculty, staff, and broader community. Our digital spaces, like our physical ones, should be welcoming, usable, and inclusive for everyone.

Recent guidance from USNH leadership has emphasized that accessibility is not simply a compliance exercise, but a shared responsibility grounded in service, equity, and care for the people who rely on our systems and content. In particular, the Provost’s message on accessibility and inclusion underscores the importance of proactively removing barriers and designing experiences that work for the diverse ways members of our community engage with information. 
(View Provost Jeannette E. Riley's Accessibility Communication).

SharePoint sites are widely used across USNH to share information, collaborate, and support academic and administrative work. When accessibility is considered as part of normal content creation it improves usability for everyone, reduces the need for remediation, and reflects USNH’s broader commitment to inclusive service.

This guidance is intended to support that goal by helping authors create SharePoint content that works well for all users as a matter of course.
 

Built‑In Accessibility Features in SharePoint Online
 

Using the SharePoint Pages Accessibility Assistant

The SharePoint Pages Accessibility Assistant is an easy, built‑in way to check your work before publishing.

USNH strongly encourages authors to use the Accessibility Assistant whenever creating or updating pages, just as you would proofread content for clarity or accuracy.

To activate the Accessibility Assistant:

  1. While in Edit mode of your SharePoint page, open the right toolbar.
  2. Click on Accessibility Assistant (icon of a human figure) to initiate the scan.

 

A screenshot indicating location of Accessibility assistant in SharePoint toolbar

Figure 1 Screenshot indicating location of Accessibility Assistant

Accessibility Assistant works today on the following page elements:

  • Text web part
  • Image web part
  • Quick links web part
  • Hero web part
  • Banner web part

Accessibility Assistant performs the below checks:

  • Page structure (e.g. inconsistent heading order)
  • Missing alt-text
  • Blank links
  • Tables (e.g. missing table header)
  • Color and contrast (hard-to-read text contrast)

 Microsoft Support: How to Use the SharePoint Accessibility Assistant 
 

Keyboard Shortcuts 

Keyboard shortcuts can be especially helpful for users who rely on keyboard navigation and can also improve efficiency for anyone working in SharePoint regularly.

Did you know?  Typing a question mark ? while visiting any SharePoint site or page will bring up the keyboard shortcuts information screen. 

 

Practical Content Authoring Guidelines

The sections below describe everyday content practices that have a direct impact on accessibility and usability. These are small, routine choices authors make while creating or updating content, and together they help ensure SharePoint sites are clear, usable, and inclusive.

Headings and Page Structure

Clear page structure helps users quickly scan content, understand how information is organized, and navigate efficiently, especially for screen reader and keyboard users.

Authors should:

  • Use built‑in heading styles rather than purely visual formatting so structure is conveyed programmatically
  • Use one page title (Heading 1) that clearly describes the page’s purpose
  • Keep heading levels in logical order (for example, Heading 1 followed by Heading 2) to reflect the hierarchy of the content

Consistent heading structure improves readability for all users and provides essential navigation cues for assistive technologies.

 

Images and Alt Text

Images are most effective when their purpose is clear to all users, including those who cannot see them.

Authors are encouraged to:

  • Add descriptive alternative text for meaningful images so important information is available to screen reader users
  • Mark decorative images as decorative so they do not add unnecessary noise for assistive technology
  • Focus on what the image communicates rather than its visual appearance

Thoughtful use of alternative text ensures images enhance content without creating barriers.

 

Links

Links should clearly communicate where they lead, even when read out of context by assistive technologies.

Good practice includes:

  • Writing link text that clearly describes the destination or action
  • Avoiding vague phrases such as “click here” or “read more,” which provide little context

Descriptive links support accessibility and also help all users quickly decide which links are relevant.

 

Lists and Tables

Lists and tables are used to show relationships between pieces of information, which assistive technologies rely on being structured correctly.

Authors should:

  • Use SharePoint’s built‑in list formatting so lists are identified properly
  • Use tables only for presenting data, not for layout or visual positioning
  • Identify header rows and keep tables simple so relationships between cells are clear

Well‑structured lists and tables make information easier to navigate and interpret.

 

Color and Contrast

Color choices affect how easily content can be read and understood, particularly for users with low vision or color‑vision differences.

When emphasizing information:

  • Avoid relying on color alone to convey meaning
  • Use sufficient contrast between text and background
  • Be cautious with text placed over images or patterned backgrounds

These choices improve clarity and readability across a wide range of viewing conditions.

 

Video, Audio, and Embedded Media

Media content should be usable by people who cannot see or hear the information presented.

As a matter of good practice:

  • Provide captions for videos so spoken content is accessible
  • Provide transcripts for audio‑only content
  • Avoid auto‑playing media, which can interfere with screen readers and keyboard navigation

Accessible media ensures information is available regardless of how users access content.

 

Documents Stored in SharePoint

Documents shared through SharePoint are part of the overall user experience and should be as accessible as the pages that link to them. Even when a SharePoint page is accessible, an inaccessible document can prevent users from accessing important information.

Authors are strongly encouraged to:

Authors are strongly encouraged to:

  • Use the Microsoft Office Accessibility Checker before uploading Word, PowerPoint, or Excel files to identify and address common issues
  • Ensure PDFs are readable and searchable, with real text rather than images of text
  • Avoid scanned documents that cannot be read by assistive technology unless an accessible alternative is also provided

Creating accessible documents from the start supports consistent access, reduces follow‑up remediation, and makes documents easier to reuse across the USNH community.

 

Common Accessibility Issues to Watch For

This section highlights frequent problem areas that commonly surface during accessibility reviews. These are not new requirements, but reminders of where issues most often occur so authors can spot and address them early.

Examples include:

  • Inaccessible PDFs and other documents
    (for example, scanned documents that are images instead of text, missing headings or table structure, missing alternative text for images, or complex visual layouts that do not read in a logical order)

  • Images used instead of descriptive text
    (such as screenshots of schedules, flyers, or tables that could be presented as real text)

  • Headings skipped or used only for visual styling
    (for example, using bold text instead of built‑in heading styles or jumping between heading levels)

  • Unreviewed third‑party or embedded content
    (including media without captions, tools that cannot be used with a keyboard, or content that does not work well with screen readers)

Being aware of these common patterns helps authors avoid unintentional barriers and reduces the need for follow‑up remediation later.

 

USNH Accessibility Resources

The following USNH‑specific resources provide guidance and support related to accessibility:

 

Appendix: WCAG 2.2 Level AA Mapping for SharePoint Content Authors

This appendix explains how the guidance in this KB supports WCAG 2.2 Level AA success criteria that are relevant to SharePoint content authors. It is intended for everyday users and content creators, not developers or auditors, and focuses on criteria that authors can reasonably influence through normal content creation.

Note: You can view the full Microsoft Accessibility Conformance Report document in the attachments section of this KB article.

Some WCAG 2.2 success criteria apply to application behavior, authentication, focus handling, or underlying code. Those requirements are handled by Microsoft SharePoint Online at the platform level and are outside the direct control of USNH content authors.

 

Principle 1: Perceivable

Content should be presented in ways that users can perceive, regardless of sensory ability.

Relevant WCAG 2.2 Level A and AA criteria supported by this guidance include:

  • 1.1.1 Non‑text Content (A) – Supported by guidance on adding descriptive alternative text for meaningful images and marking decorative images appropriately.
  • 1.2.1 Audio‑only and Video‑only (Prerecorded) (A) – Supported by recommending transcripts or equivalent alternatives for audio‑only or video‑only content.
  • 1.2.2 Captions (Prerecorded) (A) – Supported by encouraging captions for all prerecorded video with audio.
  • 1.2.3 Audio Description or Media Alternative (Prerecorded) (A) – Supported by encouraging transcripts or equivalent descriptions so visual information is not lost.
  • 1.2.5 Audio Description (Prerecorded) (AA) – Supported by ensuring prerecorded video content includes equivalent access to visual information.
  • 1.3.1 Info and Relationships (A) – Supported by proper use of headings, lists, and table headers.
  • 1.3.2 Meaningful Sequence (A) – Supported by maintaining logical heading order and reading sequence.
  • 1.4.1 Use of Color (A) – Supported by avoiding reliance on color alone to convey meaning.
  • 1.4.3 Contrast (Minimum) (AA) – Supported by encouraging sufficient text and background contrast.

 

Principle 2: Operable

Users should be able to navigate and interact with content using a variety of input methods.

Relevant WCAG 2.2 Level A and AA criteria supported by this guidance include:

  • 2.1.1 Keyboard (A) – Supported by encouraging keyboard navigation testing and avoiding mouse‑only interactions.
  • 2.4.6 Headings and Labels (AA) – Supported by using clear, descriptive headings that identify content and purpose.
  • 2.4.11 Focus Not Obscured (Minimum) (AA) – Supported indirectly by using built‑in SharePoint layouts and avoiding custom content that overlays or hides page elements. This criterion is primarily handled at the platform level.

 

Principle 3: Understandable

Content and navigation should be clear, predictable, and easy to understand.

Relevant WCAG 2.2 Level A and AA criteria supported by this guidance include:

  • 3.1.1 Language of Page (A) – Provided by SharePoint platform defaults.
  • 3.2.4 Consistent Identification (AA) – Supported by using consistent, descriptive link text and predictable content patterns.
  • 3.3.2 Labels or Instructions (A) – Supported by providing clear headings, instructions, and link text that do not rely on sensory cues alone.

 

Principle 4: Robust

Content should be compatible with assistive technologies now and in the future.

Relevant WCAG 2.2 Level A criteria supported by this guidance include:

  • 4.1.2 Name, Role, Value (A) – Supported by using built‑in SharePoint web parts and avoiding custom HTML or unsupported embeds. This is primarily handled by the SharePoint platform.

 

What This Means for USNH Content Authors

When authors follow the guidance in this KB, particularly around headings, alternative text, links, media, documents, and basic testing they are supporting WCAG 2.2 Level AA compliance for the portions of SharePoint content that authors control.

Platform‑level accessibility, including keyboard focus behavior, authentication, and assistive technology compatibility, is provided by Microsoft SharePoint Online and supported by USNH IT. Incorporating these practices into normal content creation helps ensure SharePoint sites remain usable, inclusive, and consistent across the USNH system.
 

Further Readings

SharePoint: USNH SharePoint Usage Guidelines and Governance

Microsoft Support: How to Use the SharePoint Accessibility Assistant  

Microsoft Office Accessibility Checker  

 

Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person.  

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