Virtual meeting accessibility

Virtual meetings should be accessible so everyone can participate, including people who rely on captions, screen readers, keyboard navigation, or other assistive technologies.

Use the guidance and tools below to help make your online meetings and events accessible.

Online meeting best practices

Taking a few simple steps before a meeting begins can help ensure participants are able to access and follow the discussion.

Share materials in advance
Provide agendas, slides, or documents ahead of time so participants can review them with assistive technologies.
Use accessible documents and slides
Ensure materials use proper headings, readable fonts, and sufficient color contrast.
Enable captions

Many meeting platforms provide automated captioning that can help participants follow the conversation.

 

Provide clear joining instructions
Include meeting links, dial-in numbers, and accessibility information in the invitation.
Ask about accommodation needs
For larger meetings or events, give participants a way to request accommodations such as interpreters or captioning.

Small adjustments during the meeting can make participation easier for everyone.

Enable live captions
Use automated or manual captions so participants can read along with the conversation.
Describe visual content
If you share slides, images, or charts, briefly describe important information verbally.
Identify yourself when speaking
This helps participants who cannot see the screen know who is talking.

 

Speak clearly and avoid talking over others
Allow time between speakers so captions and interpreters can keep up.
Monitor the chat and reactions

Participants may use chat or reactions instead of speaking.

Consider accessibility when sharing recordings or follow-up materials.

Provide captions for recordings
Recorded meetings should include accurate captions.
Share accessible documents
Ensure slides, notes, or documents shared after the meeting follow accessibility best practices.
Provide a recording or transcript when possible
Recordings and transcripts help participants review information later.

 

Accessibility tools for common meeting platforms

Most virtual meeting platforms include built-in accessibility features.

Zoom

Zoom includes tools such as automated captions, keyboard shortcuts, and screen reader support.

Zoom accessibility resources:

Microsoft Teams

Microsoft Teams provides features such as live captions, transcripts, keyboard navigation, and screen reader compatibility.

Microsoft Teams accessibility resources:

Google Meet

Google Meet includes live captions and supports screen readers and keyboard navigation.

Google Meet accessibility resources:

Quick accessibility checklist for virtual meetings

Before hosting a meeting, review this checklist.

Enable live captions
Share accessible documents or slides
Provide clear joining instructions

 

Describe important visual content
Ensure recordings include captions
Allow time for questions and chat participation

Need help?

If you need assistance planning an accessible virtual meeting or event, contact your campus support team.