Word 2007 Section 508 Accessibility Checklist

Provide alternative text or descriptions for non-decorative images, images within a link, form fields, and other interface elements.

Check whether alternate text has been used and is appropriate / sufficient

To examine alternate text for images:

• To look for the presence of alternate text:
  • open the context menu (right click), select Format…
  • The Size dialog box opens.
  • In the Size dialog box, Alt Text Tab, check that the purpose and function of the picture is given (within the context of the surrounding information).
  • Redundant and/or irrelevant information should not be included in the alternate text.
  • Use the Alt text for images guide to determine whether the alternate text is appropriate / sufficient

Note: To check multiple pictures in a document, the Size (Alternative Text) Dialog box can remain open while the various pictures are selected.

Add alternate text for pictures, charts, shapes etc.:

• Select the item, then open the context menu (right click), select Format…
  
  
• The Size dialog box opens.
• In the Size dialog box, Alt Text Tab, add the alternate text in the Alternative Text field. Give the purpose and function of the picture within the context of the surrounding information. Avoid putting redundant and/or irrelevant information into the alternate text.
  
  

  Note: A detailed guide is available for determining content for alternative text in different situations (see below).

For images depicting text

• When an image depicts text, the alternative text for the image should use the text in the image.
• Give the purpose and function of the picture within the context of the surrounding information. Also provide any text shown in the image, verbatim.
  
  

Note: A detailed guide is available for determining content for alternative text in different situations (see below).

Remove alternative text for decorative or formatting images

• Supply a null alternative text value for decorative or formatting images (ALT="") so they are skipped by assistive technologies.
  
  

Note: Null alt text (no alt text or a single space character) is acceptable for decorative and redundant images, although an error will be generated in the checker.

Note: A detailed guide is available for determining content for alternative text in different situations (see below).

Text boxes (do not use Text Boxes):

Note: The content of text boxes does not get read by screen reading software used by people who are non-sighted or who have low vision. Therefore, it is never acceptable to use text boxes in documents that are intended to be distributed in MS Word format. If text box use is absolutely necessary for layout, it is necessary to convert the file to an accessible format.

Note: The content of text boxes does not get read by screen reading software used by people who are non-sighted or who have low vision. Therefore, it is never acceptable to use text boxes in documents that are intended to be distributed in MS Word format. If text box use is absolutely necessary for layout, it is necessary to convert the file to an accessible format.

Follow detailed guidance for alternate text:

Use the Alternate text for images guide to determine content for alternative text in different situations. The guide covers the following topics:

Use the Alternate text for images guide to determine content for alternative text in different situations. The guide covers the following topics:

• Conveying purpose and function of a picture
• Appropriate length and level of detail to use
• Common mistakes
• Specific guidance for different types of picture, including
  • Portraits (head-shots)
  • Charts, diagrams and illustrations
  • Logos
  • Text contained in an image
  • Text rendered as an image
  • Bullets
  • Spacers (structural images)
  • Lines, horizontal rules, and separators
  • Decorative images
  • Background images
  • Watermarks
  • Signatures
  • Complex / ungrouped / tiled / layered images

Use programmatically discoverable headings to logically structure content.

Correct:

(Select the image to download example file in MS Word format)

Incorrect:

(Select the image to download example file in MS Word format)

Provide alternative text or descriptions for non-decorative images, images within a link, form fields, and other interface elements.

People who are blind or have low vision may need additional information presented as text so they can access information and control interface elements. Complex images may require detailed descriptions to convey important or useful information. For instance, provide a more detailed description for a chart demonstrating a growth trend.

Legal References

508 references:

1194.21(d); 1194.21(f); 1194.22(a); 1194.22(i); 1194.22(l); 1194.22(n); 1194.31(a); 1194.31(b).

WCAG references:

1.1.1-H37.

All Microsoft Word Requirements