Zoom, Teams, and Live Virtual Meeting Accessibility Standards

Virtual meetings are a standard part of instruction, operations, and communication. Accessible virtual meetings ensure that all participants can engage fully, receive information clearly, and participate without barriers. 

Accessible meetings support clarity, usability, and inclusion for students, employees, and community participants. 

Training Materials

Use live captions in Microsoft Teams meetings | microsoft.com

Why Accessible Virtual Meetings Matters

Accessible virtual meetings: 

  • Support participants using captions or screen readers 
  • Improve clarity and comprehension 
  • Ensure equal access to information 
  • Improve engagement 
  • Support recorded content usability 
  • Reflect institutional professionalism 

Accessible practices benefit all participants and must be incorporated into standard meeting preparation. 

EICC Standard for Virtual Meetings

Virtual meetings, classes, and events must: 

  • Enable live captions when available 
  • Use accessible shared materials 
  • Verbally describe key visuals 
  • Use clear audio 
  • Provide accessible recordings 
  • Ensure shared links and documents are accessible 

Accessibility must be considered when planning and hosting all virtual meetings. 

When available, live captions must  be enabled for: 

  • Virtual classes 
  • Public events 
  • Training sessions 
  • Large meetings 
  • Recorded sessions 

WCAG alignment: Captions (Live) 1.2.4 | w3.org

Captions support: 

  • Participants who are deaf or hard of hearing 
  • Participants in noisy environments 
  • Participants for whom English is a second language 
      

Audio quality is essential for accessibility. 

Best practices: 

  • Use a quality microphone when possible 
  • Speak clearly and at a moderate pace 
  • Avoid speaking while muted or turning away 
  • Minimize background noise 
  • Pause for questions 

Clear audio improves understanding and caption accuracy. 

When sharing screens or presenting: 

  • Describe charts, graphs, or images verbally 
  • Read key text aloud 
  • Explain visual-only actions 
  • Avoid “as you can see” without explanation 

WCAG alignment: Audio Description (1.2.5) 

Describing visuals ensures all participants receive the same information. 

Documents or slides shared during meetings must be accessible. 

Before sharing: 

  • Confirm documents meet accessibility standards 
  • Use descriptive file names 
  • Provide links to accessible versions 
  • Avoid sharing inaccessible PDFs 

If materials will be distributed afterward, ensure they meet accessibility standards. 

When using chat or reactions: 

  • Read important chat comments aloud 
  • Summarize key questions verbally 
  • Avoid relying solely on chat for critical information 
  • Provide clear instructions for participation 

Participants using screen readers may not access chat in real time. 

If meetings or classes are recorded: 

  • Enable captions for recordings 
  • Review auto-generated captions before posting 
  • Ensure shared materials are accessible 
  • Provide transcripts if needed 

WCAG alignment: Captions (Prerecorded) 1.2.2 | w3.org

Recordings shared without captions must not be posted until corrected. 
  

When sharing screens: 

  • Zoom in when needed 
  • Use large readable text 
  • Avoid rapid scrolling 
  • Describe actions verbally 
  • Pause to allow viewing 

Clear screen sharing improves accessibility and comprehension. 

Avoid Common Barriers 

Avoid: 

  • Speaking without captions enabled 
  • Sharing inaccessible documents 
  • Using low-contrast slides 
  • Relying only on chat 
  • Posting recordings without captions 
  • Poor audio quality 
  • Fast navigation without explanation 

Quality and Professional Standards 

Accessible virtual meetings must be:

  • Well organized 
  • Clearly facilitated 
  • Easy to follow 
  • Inclusive of all participants 
  • Supported by accessible materials 

Accessible meetings improve engagement and effectiveness. 

Quick Check Before Starting a Virtual Meeting

Before beginning: 

  • Are live captions enabled? 
  • Is audio clear? 
  • Are shared materials accessible? 
  • Are slides readable? 
  • Will visuals be described verbally? 
  • Will recordings be captioned before posting? 

If yes, the meeting is ready to begin. 

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