Creating accessible Microsoft Word documents

One or more of the following techniques are the minimum required to meet Checkpoint 1 from the IBM Documentation Accessibility Checklist for documents created with Microsoft® Word:

Use the most current version of Office XP or Office 2000 and the following techniques to create accessible Word documents:

• Provide alternative text for images that describes the image. Word objects that require alternate text include Symbols, Clip Art, Objects, Drawings and Auto Shapes. Word Art is an image, but Word automatically adds the text you type to the alternative text field for the Word Art image. When you create a Diagram, Word automatically adds the type of diagram (e.g. Pyramid Diagram) in the alternative text field, however this is usually not a sufficient description and will need to be modified.
  To add alternative text for an image:
  • Select the image and enter Format-Object or Format-Picture.
  • When the dialog is displayed, select the Web tab.
  • In the Alternative Text field, enter a text description of the image. The alternative text should effectively replace the image so a sighted user and a blind user would get the same information from the image.
  • If the image is provided purely for visual effect and does not add to the meaning of the document, do not add alternative text - leave the field blank.
• Provide alternate text and a text description for charts and graphs.
  • Provide a summary in the alternative text field on the Web tab of the Format Objects dialog.
  • If the summary does not include enough information to understand the chart, provide a detailed text description in surrounding text. The description must convey the same information a sighted user sees.
• Create accessible data tables
  • Do not use tabs or spacing to create tables. While it may visually look like a table, it will not be recognized as a table by assistive technology and will not be accessible.
  • Simple tables created in Word using Table-Insert-Table are accessible without any modification.
  • Complex tables created in Word using Table-Draw Table may not be accessible because they usually have cells of different heights or a varying number of columns per row. There is no function provided in Word to associate the row and column headers for complex tables.
  • Add a caption above or below the table to summarize the purpose of the table.
  • Do not use patterned backgrounds on tables.
• Create accessible document structure
  • Use Word Paragraph styles to identify document headings and subheadings. Go to Format - Styles and Formatting and select the style you want to use.
  • Use Word Bullets and Numbering styles to define lists. Go to Format - Bullets and Numbering and select the style you want to use.
  • Create newspaper style column text using the Column feature and not using tab. Go to Format - Columns and select the number of columns you want to use.
• Copying text or images from Freelance or other applications
  • When text is copied and pasted into Word, it creates text in the Word document. No additional changes are required for accessibility.
  • When images or charts are copied, the pasted information is an image. Add a text description in the Alternative Text field on the Web tab of the Format Object dialog for images. Add a detailed text description if the image requires a more detailed explanation.
• Copying text or images from PowerPoint and other Microsoft® Office XP or 2000 applications
  • When text is copied and pasted into Word, it creates text in the Word document. No additional changes are required for accessibility.
  • When images or charts are copied, provide alternative text for the image. If the image cannot be adequately described using alternate text, provide a more detailed description in the surrounding text. If alternate text had been provided for the image in the original Office document, the alternate text will be copied into Word.
• Formatting Text
  • Use text formatting as an enhancement, not as the only way to convey information. When the formatting (e.g. italics, bold, underline) is used to convey information, it is inaccessible to someone using a screen reader. For example, if you create a table that displays APIs and underline all new APIs, there is no way someone using a screen reader to differentiate new APIs since underline is the only way the information is conveyed. To make it accessible, add another way to identifier such as an asterisk.
  • Do not format text using options in the Text Effects tab of the Font Properties box (e.g. Blinking, Las Vegas Lights, Shimmer). These effects causing blinking or animated text that may cause photosensitive epileptic seizures in susceptible individuals. Text created with these effects may not be read by a screen reader.
  • Avoid using italic text, shadows or outlines as they make text difficult to read for someone with low vision. Choose a sans-serif font, such as Arial or Helvetica that is easier to read.
  • Spell check documents to avoid problems with screen readers mispronouncing words.
• Do not use patterned backgrounds on pages or tables.
• Provide sufficient contrast between text and the page background. For example, black text on a white background or yellow text on a black background.
• Use color as an enhancement, not as the only way to convey information. When color is the only way to differentiate information, some users will not be able to understand the information. For example, if completed items in a table are green and open items are red, they will look the same to someone who is color blind and sound the same to someone using a screen reader. Provide another way of distinguishing the items. For example, add an "x" by completed items in green and an exclamation point by open items in red. If images of checkmarks are used, provide appropriate alternative text so they can be read by a screen reader.

  !=Open, X=Complete

Tools

You will need to install the following tools to test this checkpoint:

• A screen reader.

Techniques