Beware of Microsoft Word and PowerPoint for Checking Color and Contrast

Microsoft Word and PowerPoint have checks for color and contrast, but there a severe limitations.

First and foremost, make sure to check the color and contrast of all your reports and presentations. All major software tools, including Microsoft Word and PowerPoint, allow you to do so. However, when it comes to accessibility checks, not all software tools are created equal. Microsoft Word and PowerPoint have some severe limitations.

How to Check Color and Contrast

In Microsoft products, simply click Review > Accessibility. You'll see a full range of accessibility options to explore, including color and contrast settings. Check your document for all aspects or just one.

Some Severe Limitations

Microsoft Word and PowerPoint’s built-in color and contrast checker doesn’t always perform well, especially when it comes to backgrounds involving images or gradients. Here are three things to be aware of:

1. The Accessibility Checker works by inspecting the document's object model (e.g., theme colors, text box properties) and not the actual rendered pixels. The tool will miss contrast issues when visuals include gradients or photos.

2. I have found that slides with clearly insufficient contrast, such as a grey background with grey text, passed the checker without any warning. I have not discovered the reason, but I found the issue regularly.

3. Contrast issues are sometimes flagged on one slide but missed on another. The threshold settings in the tool are not adjustable, which may be the source of the problem.

Checking Color and Contrast in Microsoft

Microsoft support explained to me that there are other commercially available tools for pixels and rendering analysis. While Microsoft’s accessibility checker may look adequate on first pass, the automated tool is only sufficient for a basic analysis. Manual inspection remains essential.  

---

Communicating with FINESSE is the not-for-profit community of technical professionals dedicated to being highly effective communicators and facilitators. Visit our Tackle Shop for communication and facilitation resources.