Make your Sway design accessible

Office Accessibility Center > Accessibility support for Sway

With an accessible design, your Sway content can reach more people. When you play the finished creation, Sway includes an accessible view, and you can also make design choices that improve accessibility.

In this topic

Best practices to make your Sway accessible

  • To help distinguish content areas for people who hear rather than see your Sway, make your titles and headings unique.

  • To format heading text, use the Heading style.

  • Use the Accent feature sparingly. For people with reading disabilities, it’s best to avoid italics, words in all capital letters, and underlines.

  • If your Sway will be viewed by people with color blindness, consider using a high contrast design. Or just make sure your viewers know that they can switch to Accessibility view for high contrast.

  • In hyperlinked text, provide a clear description of the link destination rather than just listing a URL or vague text, such as “click here.”

Make links accessible

With the Accessibility Checker, you can review the hyperlinks in your Sway and make sure they’re accessible to all users.

  1. On the More options menu (shown as three dots on the Sway toolbar when editing a Storyline), select Accessibility Checker.

  2. In the Accessibility Checker pane, select Review unclear hyperlink text.

  3. In the Display Text box, make sure the linked text is meaningful and describes the content behind the link, and not “click here” or other generic phrases.

  4. If you have more links to review, choose the Next Item button and continue reviewing the display text. Otherwise, choose Done.

Make images and video accessible with alt text

To make images and video accessible to people who use screen readers, you can review the alternative (alt) text in a storyline. Sway creates alt text for an image based on its file name. Or, if you use an image that includes alt text already, such as a photo from the web, Sway includes that text.

To review the alt text for images and videos:

  1. On the More options menu (shown as three dots on the Sway toolbar when editing a Storyline), select Accessibility Checker.

  2. In the Accessibility Checker pane, select Review default alternative text or Review all alternative text.

  3. In the Alternative text box, type or edit the text.

  4. If you have more images or videos, select the Next Item button and continue adding and reviewing the alt text. Otherwise, choose Done.

Make audio and video accessible with closed captions

Not only do closed captions make audio and video content accessible for people with hearing and learning disabilities, they're also used when audio isn't convenient (for example, a noisy environments, like airports, or quite environments, like libraries).

Add closed caption files to audio or video files in your Sway

  1. Add a new video or audio card to your Sway - either by uploading the content from your computer, recording it, or adding the content from your OneDrive or OneDrive for Business.

  2. Expand the card by selecting the Details button.

  3. Select the Add closed caption button at the bottom of the expanded card.

  4. Select your closed caption file from the file explorer (.vtt format and maximum size of 1MB ).

  5. Select the closed caption language .

You can add closed captions to files based on your account type and how you uploaded the files

For files uploaded with this account type

You can add closed captions to files uploaded from these locations

Audio files uploaded with a work or school account

  • Your computer

  • OneDrive

  • OneDrive for Business

Audio files uploaded with a Microsoft account (personal)

  • Your computer

  • OneDrive

Video files uploaded with a work or school account

  • Your computer

  • OneDrive for Business

Video files uploaded with a Microsoft account (personal)

N/A

See Also

Accessibility features in Sway

Sway keyboard shortcuts

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