Required Fixes for Office Files

Transcription

1 Required Fixes for s Title owed/can Non-informative Image has Alternative Text There are images present which do not convey information, but have alternative text. This issue is a (a) in Remove alternative text, and set text-wrapping feature to "Behind Text". Any MS Accessibility Checker errors related to this issue should be ignored. inspection. Use MS built in tools to view the alt text and compare it to the visual information gained from the image. Alternative Text is Incorrect Information gained by a sighted user from viewing an image is not fully captured in the Alternative Text. This (a) in Replace Alternative Text with more appropriate, descriptive wording. inspection. Use MS built in tools to view the alt text and compare it to the visual information gained from the image. Image is Missing Alternative Text An informative image lacks Alternative Text. This (a) in Add appropriate Alternative Text that is equivalent to the information conveyed by the image. inspection and an automated tool. Use MS Accessibility Checker find out if Alternative Text is missing. Use built-in MS tools to confirm. Related Objects are not Rendered as a Single Image Several objects are placed in proximity or overlaid to present the Replace the objects with a single graphic from a thirdparty program each image to see if

2 Required Fixes for s Title owed/can appearance of one image, but are not a single image file. This (a) in (e.g., Photoshop, Snag-It, etc.). it is built from a series of objects. Characters with no Reliable Mapping to Unicode are Present A character/glyph is used in the document that is not mapped to a reliable equivalent in Unicode. This (a) in Replace character with one that has a Unicode mapping or use an image with Alternative Text. uses manual inspection. Color Contrast is Insufficient Color contrast ratio between text and background is less than 4.5:1. This issue is a (b) in Change color scheme by lightening or darkening one or both of the colors. For further assistance, see this link inspection and an automated tool. Inspect the document for any hard to see text. Use the color contrast analyzer to measure the contrast ratio. Information is Conveyed by Color Alone Information is being conveyed through color only and does not include a noncolor method. This (c) in Ensure that all information conveyed with color is also available without color, for example, describing differences with text. uses manual inspection. Inspect the document to see if there is any information being conveyed by color only. Print on black

3 Required Fixes for s Title owed/can and white paper if unsure. Programmatic Reading Order does not Match Logical Visual Reading Order The intended reading order of the document is not reflected in programmatic view. This issue is a Modify the programmatic structure to match the visual reading order. inspection and an automated tool. Run the Accessibility Checker and manually check any items flagged. MS Accessibility Checker. List Structure is not Properly Styled A visual list appears in the document however it was not styled using the built in MS features. This Rebuild the visual list using the built in styles available in MS. visual lists. For each visual list, click the number or bullet of the first item. Verify remaining item numbers/bullets are highlighted. Table of Contents is Created Incorrectly The table-ofcontents entries do not properly link to the headings in the document. This (a) in Table of contents items need to be created with built-in MS tools. the table of contents to see if it was styled using the built in TOC feature under References. Links are Broken There is at least one link in the document which is not functional or brings up a Fix the URL of the broken link. Alternatively, inspection. Click each link and verify

4 Required Fixes for s Title owed/can page not found error. This issue is a the link can be removed. the correct URL is displayed. Footnotes are Created Incorrectly There are footnotes in the document that were not created using the built in MS features. This Recreate the footnotes with the built in tools in MS. Alternatively, footnotes can be removed and the information can be placed within the body. the document to see if footnotes are present. Inspect the footnotes to make sure they were created using built in features. Heading Styles are Missing Text has been altered to visually look like a heading (e.g., larger font size or bolding), but the text has not been styled as a heading through the designation of heading level. This HHS Guidelines. Use built in heading styles in MS to style text that was visually altered to act as a heading. visually altered text that acts as a heading. Highlight the text and verify it is styled using one of the Heading styles. Headings are not Properly Structured or Ordered Heading tags have been implemented but the hierarchical order is either incorrect or nonsequential, meaning there are either multiple Review and adjust the heading structure to ensure there is only one Heading 1 style (which should be the the document to see the structures of visual headings. Inspect the heading styles used and

5 Required Fixes for s Title owed/can H1s or heading levels are skipped. This title of the document) and that all other headings are in sequential order. Note: If the title is repeated, as sometimes happens on the top of a subsequent page, it is okay for the document to then have multiple Heading 1 styles. verify the headings progress in a logical hierarchy. Document Contains an Image of Text Portions of the document are images of text, rather than actual text. This issue is a Recreate the document so that it does not contain images of text. Infographics with fully descriptive alternative text are acceptable. the main body of the document to see if the text is actually a single image. Comments, Annotations, or Tracked Changes are Present The document contains collaborative markup that should be removed before public distribution. This Remove comments and annotations. Accept or reject any tracked changes. inspection. Open the review tab and select next for both comment and track changes to see if there is any markup present.

6 Required Fixes for s Title owed/can Tabular Data Lacks Table Structure There is tabular data in the document that has been created with spacing rather than the built in data table structures. This is inaccessible to users of Assistive Technology because the relationships between intended headers and data is lost. This issue is a (g) in Recreate the content using built in Table tools. tabular data and verify that it is contained in an MS table structure. Header Row not Repeated Across Pages A data table spans more than one page but the header row is not repeated. This (g) in Ensure "Repeat Header Rows" is enabled. data tables that span pages. Make sure the header rows are repeated on each spanned page. Data Cells Split Across Pages A data table cell spans more than one page. This (g) in Ensure "ow row to split across pages" is Unchecked. data tables that span pages. Make sure that rows are not split

7 Required Fixes for s Title owed/can (start on one page, end on another) Tables Used for Layout Purposes A table structure has been used for the positioning of non-data table elements. This (g) in Remove all content from the Table structure which is not strictly part of a data table and delete the Table structure. uses manual inspection. Inspect the document to see if any content was positioned using table structures. Complex Table Exists There is a complex table in the document. MS does not have the ability to properly present complex tables. This issue is a (h) in Reformat the table into a series of simple tables. owed if converted to the document to see if there are any complex tables. Data Tables Contain Merged or Split Cells There are merged or split cells contained in a data table which is unable to be correctly interpreted by Assistive Technology. This (h) in Reformat the table so that there are no merged or split cells. owed if converted to data tables and see if there are any merged cells.

8 Required Fixes for s Title owed/can Title Contained in the Data Table Making it Complex The title of a table is contained in the table structure automatically making it complex. This (h) in Remove the title from the table and style it as heading or caption. data tables. Highlight the table and see if the title is contained in the structure. Flickering Frequency is Outside the Permitted Ranges A flickering element is contained in the document. This (j) in Change flicker rate to less than 2 HZ or greater than 55Hz, or remove flickering element. blinking/flashing content that is doing so at a rate of more than twice per second. Organizational Charts Require Text Only Version An organizational chart (or similar structure) does not contain a text only alternative. This (k) in Add text version of complicated structure. (Provide an equivalent alternative text). organizational charts. Verify there is a text only version in the document, or linked. Missing Required Plugin to View Multimedia (Other than the currently viewed document) A link goes directly to content for which a plug in is required other than the active MS product. This (m) in Add URL of location to obtain plugin. See this link links to content which require additional software.

9 Required Fixes for s Title owed/can Form Fields are Present There is a form present in the document. Forms are not accessible to all Assistive Technology in MS. This issue is a (n) in Remove the form fields from the document. owed if converted to the document to see if it contains any form fields. Document Properties are Missing The Title, Subject, Author have not all been filled out. This HHS Guidelines. Fill in all document properties. Provide Title, Author, and Subject in the Document Properties. the document properties to see if they were properly filled. Language not Set for Foreign s or Phrases The document contains text in a language different from the main document language, and it has not been set in the properties. This HHS Guidelines and success criterion in WCAG 2.0. Set the language of the section which contains foreign text. In MS 2010, Open Review Tab > Language Group > Language Button > Set Proofing Language inspection. Open Review Tab > Language Group > Language Button > Set Proofing Language. Check that the highlighted language matches the actual language of the section. Blank Cells in Data Table are Used for Formatting The document contains tables which use rows or columns of blank cells for formatting purposes, rather Remove blank cells and use MS built-in tools to create desired format (e.g. tables and observe if any rows or columns

10 Required Fixes for s Title owed/can than MS built-in tools. borders, and other cell styles). are completely empty. Informational Content in Header/Footer does not Appear in Document Body There is informational content contained in the header or footer of the document, but it does not appear at least once in the main body of the document. This HHS Guidelines. For all informational content in the header/footer, place at least one instance in the main body of the document. the header and footer of the document for any informational content. If found, verify the content appears at least once in the main body. Informational Element is not Inline There is an informational element in the document for which text wrapping was not set to "in-line with text". This issue is a HHS Guidelines. Make sure all informational elements are inline. inspection Speaker Notes are contained in the The contains speaker notes which are not accessible to all Assistive Technology. This HHS Guidelines. Either delete the speaker notes or incorporate them within the slides. owed if converted to as "handouts". uses manual inspection. Inspect the speaker notes tab to see if any notes are present.

11 Required Fixes for s Title owed/can Informational Content is not Available in Outline View There is content on the slide that is not reflected in the outline view. This issue is a HHS Guidelines. Recreate the slide so that all textual content is contained in the outline view inspection. Open the outline view and compare the content in the outline view to the slide content. Smart Art is Present The document contains vendorspecific "Smart Art" which is not accessible to Assistive Technology. Recreate as an image by taking a screenshot or using a thirdparty application and add appropriate alternative text. inspection Background Images/Watermarks are Present The document contains a background image or watermark that is both informational and not contained anywhere in the main body of the document. This HHS Guidelines. Remove all background images and watermarks. If the information is necessary, place directly in the document. any background images or watermarks. Embedded Objects are Present The document contains objects such as other MS documents, or multi-media content. Add the content from the embedded file to the main body of the current document. Alternatively, any embedded objects or files.

12 Required Fixes for s Title owed/can a text link can be added that points to a posted version of the embedded object. For further assistance, see this link