Microsoft Whiteboard Accessibility Best Practices

Getting Started with Microsoft Whiteboard

Microsoft Whiteboard is a versatile, user-friendly application ideal for brainstorming ideas in the workplace, classroom, or at home. It offers a range of tools, including digital sticky notes, diagrams, and freehand drawing, to support collaboration and creativity. Whiteboard is compatible with a wide variety of devices and input methods. You can use it with a mouse and keyboard, touchscreen, pen, or screen reader. Best of all, Microsoft Whiteboard is free to use. Simply log in with your school credentials to get started.

Accessing and Learning Microsoft Whiteboard

Whiteboard can be used on the web, but there is also a desktop version available.

You can find how to install the desktop version in the following article:

How to Install Microsoft Whiteboard

The following links contain overviews of how to use Whiteboard features:

Accessibility Support

Font sizes for sticky notes and text boxes can be automatically resized by making the sticky note or text box larger or using pinch-to-zoom on the whiteboard to zoom in on individual objects.
For users who prefer to use screen magnification tools such as Zoom or Windows Magnifier, use the Lens view to examine individual whiteboard items or the full-screen view to explore the entire board. Pinch-to-zoom or browser zoom supports up to 500% magnification
Another option for making Microsoft Whiteboard easier to read is to mirror the web application or Android app to a wireless display, such as with the Google Chromecast or Apple AirPlay from an iPhone or IPAD, casting the display on a TV or another monitor.

Microsoft Whiteboard is compatible with popular screen reader software, including NVDA and JAWS. This ensures that users with visual impairments can effectively navigate and interact with Whiteboard content. For detailed instructions on using a screen reader with Whiteboard, refer to this guide: Basic tasks using a screen reader with Microsoft Whiteboard

Accessibility Features and Tips:

Full Navigation: With appropriate alt text added by the author, Microsoft Whiteboard files can be fully navigated using a screen reader or keyboard—use Tab and Enter to move between and select elements, and the arrow keys to rearrange items.
Logical Layout: To improve readability for screen reader users, use note grids when designing content. This helps ensure information is presented in a clear, structured order.
Sticky Note Alignment: Sticky notes in Microsoft Whiteboard are not automatically aligned to a grid and may overlap when inserted. Users should manually rearrange the notes to prevent content from being obscured, and can use gestures or alignment tools to adjust alignment and resize notes as needed.

Using Whiteboard with Screen Readers in Microsoft Teams

There are slight differences when using the Whiteboard app within Microsoft Teams. For a guide specific to that environment, see: Use a screen reader with the Whiteboard app in Microsoft Teams

How To Make Your Whiteboards More Accessible

When creating a Whiteboard to be shared with others, it is vital to ensure the Whiteboard is accessible for all to use. Here are some tips on how to make your Whiteboards more accessible:

Make sure to add alt text when you insert an image or document. Select the image and then edit the alt text. Write a brief sentence or two describing the image.
It is also helpful to add alt text when using shapes or lines to explain the meaning. For example, using a flow chart or writing a physics problem.
Make sure there is a high contrast between the text and background color. For example, use black text on a white background or light text on a black background.
To change a whiteboard's background, select "Settings" and then "Format Background".
To change text color, select the text box and select "Text color picker" from the Context menu.
Using text boxes, shapes, or sticky notes is more accessible for screen readers than using ink for handwriting and diagrams.
If you are using an animated GIF, please include alt text.
Microsoft Whiteboard supports adding alt text for all content, including ink drawings, text boxes/sticky notes, images, and shapes.
Alt text is a short text-based description that describes visual information for people who use screen readers. Without alt text, users would have no idea that an object or image exists.
Alt text can be added by selecting an item on the whiteboard and selecting the Add Alt Text icon next to the More Options icon with three dots for ink and images. For text and sticky notes, alt text is automatically added but can be edited by selecting Edit Alt Text, which is in More Options.

Keyboard Shortcuts

The following link contains keyboard shortcuts for users who use keyboard only and to help users work more efficiently: Whiteboard Keyboard Shortcuts

Additional Resources