Object Formatting
Object Formatting
Include Alternative Text for Images & Objects
- If the picture, clipart, chart, graph, shape or SmartArt graphic conveys information, is alternative text provided AND the object placed in line with text?
- If the picture, clipart or shape is added for visual emphasis or decoration, is "decorative" entered as the alternative text? (Note: Decorative images do not have to be placed in line.)
- Are multiple associated images on the same page (e.g., boxes in an organizational chart) grouped as one object with one alternative text?
How?
Use clear, concise terms to describe what's important. If the image contains, text, repeat the text exactly in the description – unless the content contains the same information. If complex images have descriptive text immediately following them, alternative text does not need to be provided.
- Click on the image or object.
- Right click and select Format Picture/Object/Chart > Alt Text.
- In the Description box, use clear, concise terms to describe what's important. If the image contains, text, repeat the text exactly in the description – unless the content contains the same information. For a decorative object that does not provide meaningful, simply enter "decorative."
Why is this important?
Screen readers read alternative text out loud and are the only information that blind users will have about the images, chart, shapes, etc. in your document.
Resources
- WCAG 1.1.1 Non-text Content
- Alternative Text
- Alternative Text Blunders
How to Make Figures Accessible- Adding Alternative Text (Word 2010)
- Adding Alternative Text (Word 2016)
- Add Alt Text to Images
- Add Alt Text to SmartArt Graphics
- Add Alt Text to Shapes
- Add Alt Text to Charts
- Add Alt Text to Tables
- Add Alternative Text to Images, Objects and Tables (Word 2010) Training Video
- Use Alternative Text for Images and Object (Microsoft Word 2016) Training Video
- DAT Toolbar User Guide: Images – Insert and Set Alt-Text
Use Tables for Data Only
- Is there only one row of headers set?
- Is the table simple with no nested tables, merged or split cells, or blank cells for formatting?
- If the table is complex, is a description provided?
How?
- Go to Insert > Tables.
- Insert the number of columns and rows you need for your table.
- Insert the information in your table.
- Highlight the first row of the table. Right click and select Table Properties.
- Select the Row tab. Check the option "Repeat as header row at the top of each page." Select OK.
Why is this important?
Screen readers are programmed to understand how tables are organized. When a table is properly formatted, the screen reader will be able to provide meaningful information to users. This is very important for tables that contain lots of data. Consider breaking a large table into separate simple tables.
Resources
- WCAG 1.3.1 Info and Relationships
- WCAG 1.3.2 Meaningful Sequence
- Creating Tables (Word 2010)
- Creating Tables (Word 2016)
- How to Make Accessible Tables
- Structure Layout Tables for Easy Navigation (Word 2010) Training Video
- Structure Tables for easy Navigation in Word (Word 2016) Training Video
- DAT Toolbar User Guide: Tables – Insert and Set Type
Repeat Vital Information Included in Headers, Footers & Watermarks
- Is vital information from the header, footer or watermark duplicated in the document?
How?
Duplicate vital information (Draft, Confidential, Do Not Distribute, etc.) in the Header/Footer or Watermark in the file name, document title and/or near the beginning of your document or the start of the related section.
Why is this important?
Screen readers do not automatically read information in headers, footers or watermarks. Therefore, vital information must also be duplicated at or near the beginning of the document.
Resources
- WCAG 1.3.1 Info and Relationships
- Get Control of Page Numbers, Headers and Footers (Word 2010) Training Video
- Working with Watermarks (Word 2013) Training Video
- DAT Toolbar User Guide: Navigation – Insert Table of Contents, Link, Headers, Footers, or Page Numbers
Use Toolbar to Insert Footnotes
- Were footnotes added using the References toolbar (not just manually added and formatted)?
How?
- Go to References > Insert Footnote.
- Enter the text for the footnote.
Why is this important?
Manually entered footnotes are not conveyed to the screen reader. Footnotes created from the References tab will convey to the screen reader and allow the user to navigate from content to footnote without
Resources
Provide Consistent Text Descriptors for Form Fields
- If the form is unlocked, was text provided before each fillable form field?
- If the form is locked, was unique form field help text provided for each form element?
How?
Add the Developer Tab to the Word Ribbon:
- Select File > Options > Customize Ribbon
- Check the Developer checkbox
Add Form Elements:
- Open the Developer Tab
- In the Control area, click Legacy Tools.
- Choose the form element (Text Form Field, Check box, etc.)
Add Help Text:
When a form is locked, only the information stored with the form field will be provided to the screen reader. Help Text must be added to each form element so that the intention of the form field is clear to the user.
- Right click on the form element
- Click Properties
- Click Add Help Text
- Enter text in the “Type your own” field
- Select OK
Why is this important?
Checkboxes, textboxes and other form elements must be properly labeled for a screen reader using a locked form.
Resources
- WCAG 1.3.1 Info and Relationships
- WCAG 3.3.2 Labels and Instructions
- WCAG 3.3.5 Help
- Creating Accessible Forms
- Word Forms
- Creating Accessible Forms in Microsoft Word and Adobe PDF (California Department of Rehabilition)-This is a PDF document.
- Word 2013 & 2016: Creating Accessible Word Forms (Texas Governor's Committee on People with Disabilities)