Document accessibility features

Checkpoint 1: Accessible format

This page provides specific examples to implement the documentation techniques for accessible documents in Lotus Symphony Spreadsheets.


Rationale

To ensure that all users can access documentation, you must provide documents in an accessible format. If documentation is provided in multiple formats, at least one of the formats must be accessible and the accessible version must be clearly identified.


Required development techniques

The following techniques are the minimum required to meet Checkpoint 1 from the IBM Documentation Accessibility Checklist for documents created with Lotus Symphony Spreadsheet:

1.1 Non-text Content: All non-text content that is presented to the user has a text alternative that serves the equivalent purpose.

1.1.1 Alternative text: Provide alternative text for all images.

Select the image and open the Graphic Properties via Layout-Properties-Graphic Properties. Select the Alternative Text tab and in the Alternative Text field, enter a text description of 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.

Required test for development technique 1.1.1

Manually review the alternative text for each image to verify it adequately describes the image.

1.1.2 Text descriptions:Provide a text description in addition to alternative text for complex charts and graphs.

For images or charts provide alternative text for the image or OLE object. 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 Symphony document, the alternate text will be copied into the spreadsheet.

Required test for development technique 1.1.2

If alternative text is used then manually review the text for each image to verify it adequately describes the image. If alternative text cannot be used to describe the image, manually review the surrounding text to verify the image is adequately described.

1.2 Information and Relationships: Define information, structure, and relationships.

1.2.1 Structure: Define document structure.

Do not use blank cells for formatting purposes. It's better to densely pack the data in the workbook and then use native formatting techniques. Avoid the use of white space with lots of blank cells or blank rows and columns

Required test for development technique 1.2.1

Manually review the markup using the editor.

1.2.2 Text formatting: Do not use text formatting as the only way to convey meaning.

There are no unique examples for this technique in Symphony Spreadsheets. Please follow the general examples for text formatting to meet this checkpoint.

Required test for development technique 1.2.2

Manually review the markup using the editor.

1.2.3 Link purpose: Identify the purpose of each link in the link text.

There are no unique examples for this technique in Symphony Spreadsheets. Please follow the general examples for accessible link texts to meet this checkpoint.

Required test for development technique 1.2.3

Manually review each link using the editor. You can also use Symphony's built-in Navigator (Ctrl+Shift+F5) to verify the links in the document.

1.3 Color & contrast: Any information that is conveyed by color is also evident without color.

1.3.1 Color alternatives: Do not use color as the only way to convey meaning.

When formatting a cell using color, select an option that provides a redundant cue so that it can be otherwise differentiated by color blind, low vision, or screen reader users. For example, when selecting how to represent negative numbers select an option that offers a cue like parentheses, (1234.0), in addition to the red colored text, 1234.0.

Required test for development technique 1.3.1

Manually review the document to verify proper use of color.

1.3.2 Sufficient contrast: Provide sufficient contrast between text and the page background.

There are no unique examples for this technique in Symphony Spreadsheets. Please follow the general examples for text contrast to meet this checkpoint.

Required test for development technique 1.3.2

Manually review the document to verify sufficient contrast between text and page background.

1.4 Meaningful sequence: Define document reading order.

1.4.1 Reading order: Define document reading order.

There are no unique examples to implement links in Excel. Please follow the general examples for document reading order to meet this checkpoint.

Required test for development technique 1.4.1

If ranges are used, manually verify the ranges are set correctly using Symphony's built-in Navigator (Ctrl+Shift+F5).

1.5 Forms: Define form element labels.

1.5.1 Form labels: Provide an accessible label for form fields.

Use Input messages to provide instructions for screen reader users. For example, inform the user how to access the dropdown items in your message by providing the text "Press ALT+DOWN ARROW to open the dropdown list and press ENTER to choose one of the items."

Required test for development technique 1.5.1

Manually review to verify accessible labels are provided for all form fields.

1.6 Tables: Identify table cells and relationships between cells.

1.6.1 Table headers: Identify row and column headers for data tables.

Use row and column headers extensively and avoid ambiguity between these headers. Make them clear and self-explanatory. To set the Row or Column title:

Required test for development technique 1.6.1

Manually review the spreadsheet to verify the row and column headers are set.

1.7 Threshold violations: Do not include text or images that flash more than 2 times in a one second period.

1.7.1 Flashing content: Do not include text or images that flash more than 2 times in a one second period.

There are no unique examples for this technique in Word. Please follow the general examples images that flash to meet this checkpoint.

Required test for development technique 1.7.1

Manually review to verify images do not flash more than 2 times in a one second period.

1.8 Navigation: Provide an accessible method to navigate long documents.

1.8.1 Navigation: Provide an accessible method to navigate long documents.

Organize the spreadsheet by providing basic information on how to navigate the information and key highlights. Use descriptive text to explain what is in the spreadsheet. This can be embedded into the worksheet and by creating a region called "information" or "instructions" that users can navigate to easily and read. Place the basic instructions on how to navigate the form in cell A1. Sighted users will see the instructions as soon as the worksheet opens, and the instructions will be read by the screen reader.

Ranges names provide navigation by informing the user that there are two or three ranges in the worksheet and the range names will make it easier for a person to navigate to them. The user will be able to the list the ranges with the Navigator command (Ctrl+Shift+F5). To add a range name:

Required test for development technique 1.8.1

Manually review the markup using the editor. You can also use Symphony's built-in Navigator (Ctrl+Shift+F5) to verify ranges are properly marked in the spreadsheet.

1.9 Language of Page: Define the default language.

1.9.1 Language definition: Define the language of the document.

Choose File - Preferences - IBM Lotus Symphony - Language Settings - Languages to verify the primary language of the document is accurate so screen readers can correctly read the content. The language can be set to always be a default language, or it can be set for only the current document by checking "For the current document only". Either method will set the language for the document.

Required test for development technique 1.9.1

Manually review the language is set.


 

©2012 IBM Corporation

Last updated November 1, 2010