Overview

Many Microsoft Word documents are exported to PDF files for the purpose distribution to a wide range of users. How well a Word document converts to a PDF file has a lot to do with the document design which is also going have a bearing the accessibility of the document.

Below are some suggestions on how to avoid the common problem areas when converting a Microsoft Word document to a PDF file.

Add Structure to Word Documents

Design your document with styles. Styles add the structure necessary to make your documents usable to people with disabilities. Headings are the best way to structure document sections.

Graphics and Images

All graphics and images should be configured with alternative text descriptions. Avoid placing graphics too close to text. This can cause problems when converting a Word document to a PDF file. Place white space between text and graphics as this helps the conversion to PDF process distinguish the one from the other.

Alternate Text (Alt Text)

Alternative Text or Alt Text refers to text that can be read by a screen reader to describe the graphics and images which people with visually disability cannot see.

In Word 2003 you can add alt text by:

• - Double clicking on an image
• - OR right clicking and selecting the Format Picture menu selection
• - Select the Web tab and enter the alt text for the image

Text

Some considerations for the text of the document are:

• - Try to use at least 12 point type or larger
• - Avoid using text boxes
• - Avoid using Enter to create space between paragraphs. Use the space before and after properties in your styles

Columns

To create columns, do not use the tab key to make space between text columns or put text in a table. Instead use the column formatting option in Word.

The Column dialog can be access via the toolbar by selecting the column button.

You can also access the Column dialog by selecting the Format menu and then Columns.

Headings

Use styles to create heading formats such as:

• - Title
• - Heading 1
• - Heading 2
• - Heading 3
• - etc

Make styles progress in a logical manner. For example a Heading 2 should come after a Heading 1.

The Styles and Formatting Task Pane can be opened by selecting the Format menu and then Styles.

You can make use of the Keyboard Shortcuts in Word for applying header styles 1 thru 3.

They are:

• - Ctrl + Alt + 1 = Heading 1
• - Ctrl + Alt + 2 = Heading 2
• - Ctrl + Alt + 3 = Heading 3

Hyperlinks

Add a meaningful description to hyperlinks. Avoid using non-descriptive text such as “Click here”.

To insert a Hyperlink select the text you want to be the link and then:

• - Insert the link by pressing Ctrl+K to open the Insert Hyperlink dialog
• - Use the screen tip button to add text descriptions to hyperlinks

Lists

When using lists be sure to:

• - Use Bulleted Lists to emphasize individual points.
• - Use Numbered lists to describe the proper order for a series of steps in a sequence.

Tables

When creating tables:

• - Do not use tabs and spaces to create tables. Use the Insert Table command.
• - Avoid letting table rows break across a page.
• - Tables that go beyond a page should repeat header rows.

This can be done from the Table Properties dialog by placing the cursor within the table and then selecting the Table menu and then Table Properties.

Conclusion

Taking care to format your document correctly using these tips will help to create an accessible PDF document.

If you find you still need assistannce with making your Word documents accessible in PDF format please contact us here at BayFirst Solutions.

Data accessibility is becoming a very critical part of software development but I think many of us forget to address accessibility where it is most common in our day to day computer use.  There are many different Microsoft Office applications so I’m really only going to address some accessibility issues in PowerPoint and Word in this post.

It’s easy to create a document and throw in a picture or graphic but by doing so it can quickly make that document non-compliant (at least to the section 508 accessibility standards.)  It can also keep screen reader programs such as JAWS from identifying and reading these graphics.  So in a Word document just how would we make it accessible?

Alternative text is really the key as most screen readers can easily read through the normal text of the document but usually hiccup when coming across a picture, chart or some other graphic.  By simply adding alternate text to these graphics you can help ensure that you’re document is readable (in a sense) by everyone.

Word reacts very similar to Outlook so this is a two for one as the below steps should work for the corresponding Outlook version as well.

Office 2003 (Word):

With an image embedded in your document…

1.       Right click image

2.       Select “Format Picture…”  (there is also a “Format Picture…” available in picture toolbar

3.       Select “Web” tab

4.       Type Alternative Text in the field that matches the content of the graphic

5.       Select “OK” button

Office 2007 (Word)

With an image embedded in your document…

1.       Right click on image

2.       Select “Size”

3.       Select “Alt Text” tab

4.       Type Alternative Text in the field that matches the content of the graphic

5.       Select “Close” button

Keep in mind there are multiple scenarios depending on your expertise and usage of Word.  The rule of thumb is that if you are conveying a message with something other than text, it should also have a textual representation.  Links tend to be self explanatory but what about a button that launches a link?  The buttons alternative text should be something like “Select here to go to http://bayfirstaccessibility.wordpress.com/”

There are additional benefits to the practice of adding alternative text in that when saved as an .htm or .html file the alt text will appear for all users when the graphic is scrolled over with the mouse and be read by assistive technologies like screen readers.  There are some differences between the two versions of Word but the end result is the same…you have now made your embedded graphics in a Word document accessible.

Office 2003 (PowerPoint)

1.        Right click on image

2.       Select “Format”

3.       Select the “Web” tab

4.       Type Alternative Text in the field that matches the content of the graphic

5.       Select the “OK” button

Office 2007 (PowerPoint)

1.        Right click on image

2.       Select “Size and Position”

3.       Select “Alt Text” tab

4.       Type text into “Alternative Text” field.  (Text should generally describe the graphic it is referring to).

5.       Select “Close” button

Making a PowerPoint presentation fully accessible is its own monster and there are third party tools that can assist you but they come with a price tag.  Really there are only a couple of ways to really make a PowerPoint presentation fully accessible.  The first option is to simply create an .html version of your presentation and this is what some third party tools will assist with.  The other which to me is more feasible is to utilize the Outline function of PowerPoint.  Utilizing the outline and using metadata along with alternate text gives you the best opportunity to be accessibility compliant.

While the thought of making your items such as Word documents or PowerPoint presentations accessible may sound a little scary, I hope I’ve been able to show you a few very simple ways you can help make these items accessible for anyone that may be using or viewing them.

This entry was posted on November 5, 2007 at 9:58 pm and is filed under Testing. Tagged: 508, accessibility, alt text, alternative text, jaws, PowerPoint, screen reader, Word. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.

A client of ours recently came to us with a problem. They wanted to add a watermark to their document that indicated the document was a DRAFT copy. Since this particular client needed to make sure their documents met the Section 508 requirements it was important that screen readers such as JAWS or Window Eyes would read the watermark.

“Simple!” we said.  “Just add alt text to the watermark.” Then our client asked, “How?”

That is when we discovered that there is no clear way to add alt text to a watermark in Microsoft Word.

I spent a great deal of effort and time searching the Word help topics, Microsoft’s KB articles and Googling every phrase combination I could think for watermarks and accessibility. I could not find anything that would tell me how to add alt text to a watermark in a Word document.

Even our contacts at Microsoft didn’t have an answer for us. Then just as I was about to give up I discovered the secret of the watermark alt text. The secret is revealed below. But before you head off to happily add alt text to the watermarks in your documents you should know that screen readers will not read them. At least the two major contenders in this market do not read them…JAWS and Window Eyes. I didn’t try any of the other screen readers yet and I figure it is a safe bet that other screen readers will not read the watermark’s alt text either.

Now you may ask, “Why bother telling me how to configure the alt text for a watermark if the screen readers don’t read them in the first place?” Well if you have to deal with Section 508 requirements or any other accessibility guidelines then you need to make the effort now to ensure that your documents are compliant in the future. Otherwise you may find yourself going back and retrofitting your documents and you don’t want to have to do that!

I also have it from a very good source that while JAWS v9.0 will not read these watermarks when released the ability to read the alt text for watermarks in Word will be addressed in the next update after v9.0. So it appears that JAWS will have this ability in the very near future. I also know that GW Micro has been informed of this issue and that they will be working on fixing that issue in their next major release.

One more thing I should mention before I let you in on the details of how to add alt text to your watermarks. The process is not totally keyboard accessible. At some point you will have to use your mouse to complete the process. Microsoft has been informed of this and will be apparently be addressing this issue in a future release of Office. With all these ‘future release promises’ you can be sure that we’ll be watching to see if they follow through! ?

So on with the show! The steps outlined below are for adding alt text to a watermark in Word 2003. If you have a need to add alt text to a watermark in Word 2007 the steps are a bit more convoluted and I just didn’t care to confuse the matter by trying to explain that process. If you have a need to add alt text to a watermark in Word 2007 and just can’t figure it out on your own, just post a comment here asking for it and I’ll be happy to guide you along the way.

How to add ALT TEXT to a Watermark in Office 2003 Word

1. Select ‘Format’ from the menu bar. (Alt + O)
2. Select ‘Background’ from the Format menu that appears. (K)
3. Select ‘Printed Watermark…’ from the Background menu that appears. (W)
4. When the ‘Printed Watermark’ dialog appears select the type of watermark you wish to use, a text or picture watermark.
5. Once you have added the watermark of your choice and closed out of the ‘Printed Watermark’ dialog you will need to add the ALT TEXT. Select ‘View’ from the menu bar. (Alt + V)
6. Select ‘Header and Footer’ from the View menu when it appears. (H)
7. If you added a picture watermark then:
   • Select the Watermark object on the page, right click on it and select ‘Format Picture…’. This will open the Format Picture dialog.
   • Select the ‘Web’ tab on the Format Picture dialog and add the Alternative Text you wish to be associated with your Watermark.
   • Close the Format Picture dialog and save your document.
8. If you added a text watermark then:
   • Select the Watermark object on the page, right click on it and select ‘Format WordArt…’. This will open the Format WordArt dialog.
   • Select the ‘Web’ tab on this dialog and add the Alternative Text you wish to be associated with your Watermark.
   • Close the Format WordArt dialog and save your document.

This entry was posted on November 17, 2007 at 1:37 am and is filed under Accessiblity and JAWS, Accessiblity and MS Office, Accessiblity and Window Eyes. Tagged: alt text, alternate text, jaws, Microsoft Office, Office, section 508, watermark, watermarks, Window Eyes, Word, Word 2003. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site. Edit this entry.