Web accessibility checklist for Word documentsmams.rmit.edu.au/507jy8xj3kj7z.docx · Web viewWeb accessibility checklist for Word documents and templates. Instructions. Purpose

Web accessibility checklist for Word documents and templates

Instructions

Purpose

To ensure accessibility compliance of all word processor documents published online.

The minimum standard is WCAG 2.0 Level AA plus Success Criteria 1.4.8-9, 2.4.9-10,

3.1.3-6, plus the recommended practices for creating word processor documents and

templates.

Responsibility

Creators and maintainers of word processor documents and templates.

When to use

Before distributing word processor templates.

Before publishing word processor documents online. (If the document has already

been published, download a copy to check.)

Evaluation methods

Visual check: look at the document to see if the checkpoint has been met.

Editorial review: read and evaluate the content to see if it complies with the checkpoint.

Use Word menu: follow the menu steps listed.

Evaluation tools

Microsoft Word 2010 with Accessibility Checker and Readability statistics tool enabled:

File > Options > Proofing > Show readability statistics (runs at end of spell checker)

Black and white printer

Colour contrast analyser (The Paciello Group)

Evaluation process

Document: document.docx

Author: Web Services and Information Policy

Save Date: 03/10/2013

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http://www.paciellogroup.com/resources/contrastAnalyser

1. Using the appropriate method, check the resource against each checkpoint listed

below.

2. In the result column, note if the document passed the checkpoint by circling:

Pass

Fail

N/A = not applicable

3. If the resource fails any of the design checkpoints, make the necessary changes or

seek help from a web or multimedia specialist.

Web Content Accessibility Guidelines (WCAG) success criteria are included with

checkpoints where relevant, for further reference.



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General

The document passes the Microsoft Office Accessibility Checker.

Result Checkpoint Evaluation method

Pass

Fail

N/A

Microsoft Office Accessibility Checker

reports that the file has no errors or

warnings.

Use Word menu:

File > Info > Check for Issues > Check

Accessibility

File format, document template and metadata

File is a Word document (DOCX).


Pass

Fail

N/A

The document is:

Not able to be published in

HTML format, or

A document template, or

A draft for someone else to

review or edit, or

Course material.

It is best to publish resources online in

HTML format. Publishing a resource in

another format may create

accessibility problems for some users,

and you may need to provide an

accessible alternative.

Do not create a HTML web page by

Visual check



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converting Word documents to HTML

by using Save As > Web Page (or

Web Page, Filtered). HTML

documents must be created using a

specialised web authoring tool.

The RMIT University template has been used to create the Word document.


Pass

Fail

N/A

RMIT University template has been

used.

Use Word menu:

File > Info > Properties > Show All

Properties > Template

The file properties contain accurate metadata.


Pass

Fail

N/A

The file properties fields (Title,

Comments, Company, Author) are

descriptive and accurate. The

comments field should contain a short

summary of the document.

WCAG 2.4.2 Page Titled

Use Word menu:

File > Info > Show All Properties

Language and grammar

Default language is set to English (Australia).



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http://www.w3.org/TR/UNDERSTANDING-WCAG20/navigation-mechanisms-title.html

http://www.rmit.edu.au/browse;ID=hs3gbrli0tsq1


Pass

Fail

N/A

Language is set to English (Australia)

WCAG 3.1.1 Language of Page

Use Word menu:

Review > Language > Language

Preferences…

The language of foreign words/phrases has been set.


Pass

Fail

N/A

Foreign language words/passages

have been specified.

WCAG 3.1.2 Language of Parts

Use Word menu:

Select text. Review > Language > Set

Proofing Language…

Content is written clearly and concisely using language appropriate for your document’s

audience and purpose.


Pass

Fail

N/A

Content is written clearly and

concisely using language appropriate

for the document’s audience and

purpose. For general public

documents aim for a Flesch-Kincaid

Grade Level between 7 to 9.

WCAG 3.1.3 Unusual Words

WCAG 3.1.5 Reading Level

Editorial review plus

Use Word menu:

File > Options > Proofing > Show

readability statistics (runs at end of

spell checker)

Content does not reference other content by position, size or colour alone.



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http://www.w3.org/TR/UNDERSTANDING-WCAG20/meaning-supplements.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/meaning-idioms.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/meaning-other-lang-id.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/meaning-doc-lang-id.html


Pass

Fail

N/A

Content is not being described by its

visual characteristics (position, size or

colour) alone. If a visual characteristic

is used, then it is also referenced by

its label or emphasis. This enables

users with a visual impairment, who

cannot see its visual characteristic, to

still be able to locate the content. For

example: the key concepts in the

essay question have been

emphasised in red.

WCAG 1.3.3 Sensory Characteristics

Editorial review

Acronyms and abbreviations are explained on their first occurrence unless they are

common (e.g., DVD, etc.)


Pass

Fail

N/A

Acronyms and abbreviations (except

those in common use, e.g. DVD) are

expanded when first used.

WCAG 3.1.4 Abbreviations

Editorial review

Unusual words have been defined inline and/or described in a glossary appendix.

Pronunciation is also provided.



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http://www.w3.org/TR/UNDERSTANDING-WCAG20/meaning-located.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/content-structure-separation-understanding.html


Pass

Fail

N/A

If jargon, idioms (e.g. Fred kicked the

bucket) or slang has been used it has

been defined inline and/or described

in a glossary appendix.

WCAG 3.1.3 Unusual Words

Editorial review

Pass

Fail

N/A

Glossary of unusual words contains

English respelling to assist with

pronunciation (e.g. WCAG 2.0 [wuh-

cag two point zero]).

WCAG 3.1.6 Pronunciation

Editorial review

Pass

Fail

N/A

If emoticons (e.g. fright: =8-0 ) or

Leetspeak (e.g. newbie = n00b) is

used it is described in a glossary slide.

WCAG 1.1.1 Non-text Content

Editorial review

Document structure (headings and lists)

Content is broken up with clear and meaningful headings and sub-headings that are

nested sequentially.


Pass

Fail

Clear and meaningful headings and

subheadings are used. Headings

Editorial review



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http://www.w3.org/TR/UNDERSTANDING-WCAG20/text-equiv-all.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/meaning-pronunciation.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/meaning-idioms.html


N/A accurately describe the content below.

WCAG 1.3.1 Info and Relationships

WCAG 2.4.6 Headings and Labels

WCAG 2.4.10 Section Headings

Word’s heading styles have been applied to reflect the document structure.


Pass

Fail

N/A

Heading styles and structure are used

appropriately (e.g. ‘Heading 1’,

‘Heading 2’). Do not create headings

by enlarging the font or using bold.

WCAG 1.3.2 Meaningful Sequence

WCAG 1.3.3 Sensory Characteristics

WCAG 1.4.1 Use of Color

WCAG 2.4.10 Section Headings

WCAG 3.2.4 Consistent Identification

Visual check plus

Use Word menu:

View > Navigation Pane

Word’s bullet and numbered list styles have been applied correctly.


Pass

Fail

N/A

Lists are styled as ‘List Bullet’ or ‘List

Number’ and are nested correctly (e.g.

List Bullet, List Bullet 2, etc.).

Do not use tabs or manually insert

Visual check



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http://www.w3.org/TR/UNDERSTANDING-WCAG20/consistent-behavior-consistent-functionality.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/navigation-mechanisms-headings.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/visual-audio-contrast-without-color.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/content-structure-separation-understanding.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/content-structure-separation-sequence.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/navigation-mechanisms-headings.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/navigation-mechanisms-descriptive.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/content-structure-separation-programmatic.html


numbers, symbols or images for visual

effect.


Fonts and emphasised text

The body text is 11pt or 12pt Arial font. Use of different font faces/sizes is minimal and no

decorative/italicised/light fonts are used.


Pass

Fail

N/A

11pt or 12pt Arial is used for the body

text.

Visual check

Pass

Fail

N/A

No more than two font styles are used.

Avoid using too many font faces and

font sizes. One or two font faces are

sufficient for most documents.

Visual check

Pass

Fail

N/A

No decorative (e.g. Freestyle Script or

Mystical), or light (e.g. Courier New)

font styles are used.

Visual check

Bold (or UPPERCASE) emphasis is restricted to single words or short phrases.



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Pass

Fail

N/A

Emphasis is used sparingly (e.g.

single words or short phrases).

Visual check

Pass

Fail

N/A

Emphasis is achieved through bold

formatting or UPPERCASE lettering.

Visual check

Pass

Fail

N/A

Uppercase lettering is used only for

single words or short phrases, not

entire sentences or paragraphs.

Visual check

Italics formatting is used only for citing references.


Pass

Fail

N/A

Italic formatting is used only for citing

references.

Visual check

Underlining is used only for hyperlinks not for emphasis.


Pass

Fail

N/A

Underlining is used only for hyperlinks. Visual check



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If landscape page orientation is used, no single line of text exceeds 80 characters.


Pass

Fail

N/A

Each line of text is 80 characters or

below.

WCAG 1.4.8 Visual Presentation

Use Word menu:

Review > Proofing > Word Count >

Characters (with spaces)

Alignment and spacing

All headings and body text are left-aligned (no indent on the first line of paragraphs).

Document contains no fully justified text.


Pass

Fail

N/A

All body text is left-aligned.


Visual check

Pass

Fail

N/A

All headings are left-aligned.


Visual check

Pass

Fail

N/A

Document does not contain any fully

justified text.


Visual check

Pass

Fail

First lines in paragraphs are not

indented.

Visual check



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http://www.w3.org/TR/UNDERSTANDING-WCAG20/visual-audio-contrast-visual-presentation.html





N/A WCAG 1.4.8 Visual Presentation

Default line spacing (1.5) and paragraph spacing (font x 2.25) has been used.


Pass

Fail

N/A

Line spacing is 1.5.


Visual check

Pass

Fail

N/A

Paragraph spacing is font x 2.25 (e.g.

11pt font x 2.25 = 25pt).


Visual check

Pass

Fail

N/A

Paragraph spacing is achieved

through Word styles, not by adding

empty paragraphs.

Do not use blank paragraphs (by

using the Enter or Return key) to add

extra spacing.


Visual check

Colour and contrast

There is a high contrast (4.5:1 or more) between text and background colours and

adequate contrast between colours in charts, graphs and images.



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Pass

Fail

N/A

High contrast colours are used for text

and background. Black text on a white

background is recommended.

WCAG 1.4.3 Contrast (Minimum)

Print page in black and white.

Use Colour contrast analyser (The

Paciello Group) to ensure

foreground/background colours pass

WCAG 2.0 Level AA.

Pass

Fail

N/A

High contrast colours are used for

tables, graphs or charts.

WCAG 1.4.3 Contrast (Minimum)


No background images or watermarks are used.


Pass

Fail

N/A

No background images or watermarks

are used.

Visual check

Foreground/background text colour (or font) is not used alone to convey meaning.

Colour is used in combination with emphasis (e.g. bold).


Pass

Fail

N/A

Meaning is conveyed by more than

just colour (e.g. by bold formatting,

text description, or shading/pattern).




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http://www.w3.org/TR/UNDERSTANDING-WCAG20/visual-audio-contrast-contrast.html



http://www.w3.org/TR/UNDERSTANDING-WCAG20/visual-audio-contrast-contrast.html




Tables

Tables have a simple layouts, no complex tables (e.g. nested tables or tables with multiple

split or merged cells) are used.


Pass

Fail

N/A

Only simple tables are used:

No multiple heading levels

No merged or split cells

Consider using a series of lists instead

of a table.


Visual check

Tables have been created with the Insert Table option, not with tabs formatting the text

into a table-like layout. Table size is specified using percentages rather than centimetres.


Pass

Fail

N/A

Tables are formatted using Word

styles, not TABS or drawn lines.

Use Word menu:

Home > Paragraph > Show/Hide ¶

(Ctrl Shift 8)



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Pass

Fail

N/A

Table sizes are set as percentages.

Do not use Fixed column width default

option.

Use Word menu:

Table Tools > Layout > Table >

Properties > Preferred width: Measure

in Percent

or

Table Tools > Layout > Cell Size >

AutoFit > AutoFit Window

Table headers are short and descriptive.


Pass

Fail

N/A

Table headers are short and

descriptive.

Visual check

Table headers in the first row/column have been set as Header Row and First Column.

They appear at the top of each page if the table spans more than one page. Shading and

colour alone are not being used to communicate a header row/column.


Pass

Fail

N/A

Where headers are in the first

row/column it is set as a table header.



Use Word menu:

Table Tools > Design > Table Style

Options > Header Row/First Column



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and


Properties > Row > Repeat as header

row at the top of each page

Tables have descriptive table captions that appear above the table.


Pass

Fail

N/A

Table captions provide a descriptive

overview of the table. They have been

inserted above the table via Right-click

> Insert Caption…


Editorial review

Table summary provides an overview of the table data/layout.


Pass

Fail

N/A

Table summary provides an overview

of the table data and some basic

instructions on how to navigate the

table.

For example the summary for a bus

schedule table might be: “Intersections

are listed in row 1. Find the

intersection closest to your starting

Editorial review

Use Word menu:


Properties > Alt Text > Description



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point or destination, then read down

that column to find out what time the

bus leaves that intersection. Service

begins at 4:00 AM and ends at

midnight.”


If a table has been used for layout the reading order is correct when read left to right, top

to bottom.


Pass

Fail

N/A

Reading order of layout tables (left to

right, top to bottom) matches the

visual reading order.


Visual check

Columns

Single column layout is used.


Pass

Fail

N/A

Single column layout is used. Multi-

column is only allowed where

absolutely necessary.

Visual check



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Column formatting (not tables, tabs or text boxes) has been correctly used if multiple

columns are required. There are no more than two columns.


Pass

Fail

N/A

A maximum of two columns is used. Visual check

Pass

Fail

N/A

Columns have been formatted using

Word styles, not tables, tabs or text

boxes.

Use Word menu:

Home > Paragraph > Show/Hide ¶

(Ctrl Shift 8)

Pass

Fail

N/A

Columns are separated by adequate

column spacing.

Visual check

Use Word menu:

Page Layout > Page Setup > Columns

> More Columns… > Spacing

Pass

Fail

N/A

Column text flows continuously. Visual check

Images and drawing objects

Images and drawn objects used add value to your document and are not images of text.

Clip art and animations have been avoided.


Pass Images and drawn objects add value Editorial check



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Fail

N/A

to the content.

Pass

Fail

N/A

Document does not contain any

images of text. The RMIT University

logo is an exception.

WCAG 1.4.5 Images of Text

WCAG 1.4.9 Images of Text (No

Exception)

Visual check

Drawn objects are grouped into a single image when appropriate.

Images are anchored to the text they relate to positioning them on the page.


Pass

Fail

N/A

Drawn objects are grouped into a

single image.

Visual check

Pass

Fail

N/A

Images and drawn objects are

wrapped ‘In Line with Text’. This

ensures that if the text moves, the

image will move with the text.

Visual check

Images have an equivalent text alternative and a caption using the caption style.



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http://www.w3.org/TR/UNDERSTANDING-WCAG20/visual-audio-contrast-text-images.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/visual-audio-contrast-text-images.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/visual-audio-contrast-text-presentation.html


Pass

Fail

N/A

Images and drawn objects have an

equivalent text alternative.


Editorial check plus

Use Word menu:

Right-Click > Format Shape… > Alt

Text > Description

Pass

Fail

N/A

Images and drawn objects have an

appropriate caption.

Editorial check

Pass

Fail

N/A

Captions use Word’s caption style.

Caption appears above image.

Use Word menu:

Home > Styles > Styles Dialog Box

Launcher (bottom right)

Complex images (e.g. charts and drawings) have suitable text alternatives to describe the

information they communicate.


Pass

Fail

N/A

Key points from charts and drawings

have been described in the body of

the document.


Editorial review

Pass

Fail

N/A

Charts are not images but chart

objects where users can access the

underlying Excel data. This is

essential for visually impaired users

Use Word menu:

Chart Tools > Design > Data > Edit



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http://www.w3.org/TR/UNDERSTANDING-WCAG20/text-equiv.html



who cannot see the chart.


Data

Embedded images have been compressed to keep the file size small.


Pass

Fail

N/A

Images have been compressed and

cropped areas deleted.

Use Word menu:

Picture Tools > Format > Adjust >

Compress Pictures > Use document

resolution

ASCII art has been placed in a separate text box with an appropriate text alternative.


Pass

Fail

N/A

ASCII art has been placed in a

separate text box with an appropriate

text alternative. This allows screen

reader users to understand what the

ASCII art picture is and skip the

picture.

Visual check plus

Use Word menu:

Right-Click > Format Shape… > Alt

Text > Description

Text boxes

Text boxes are not used.



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Pass

Fail

N/A

No text boxes are used. For formatting

effects around text or images, use

border formatting or the caption style.

Visual check

Forms

Document is not a form.


Pass

Fail

N/A

No forms are used.

Forms should be created in HTML.

Forms can be created in Word only if

they are for internal use only or if they

will be converted to PDF. Do not

publish forms created in Word to the

public facing web sites.

Visual check

If a Word form must be created, it has descriptive form labels, provides input examples

and communicates the required fields.


Pass

Fail

N/A

Form field labels clearly and

accurately describe what needs to be

entered by the user.

WCAG 3.3.2 Labels or Instructions

Editorial check



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http://www.w3.org/TR/UNDERSTANDING-WCAG20/minimize-error-cues.html


Pass

Fail

N/A

Where appropriate form fields labels

provide an example of the format the

user should use (e.g. DD/MM/YYYY).


Editorial check

Pass

Fail

N/A

Required fields are labelled with a “*”

and the following appears before the

form starts:

“Fields marked with * must be

completed.”


Visual check

Links

Hyperlink menu (Ctrl k) has been used to create descriptive links (e.g. School of Art) rather

than click here or the URL.


Pass

Fail

N/A

In body of document, link text uses

meaningful words, not URLs. URLs

can be used in references and

bibliographies.

WCAG 2.4.4 Link Purpose (In

Context)

WCAG 2.4.9 Link Purpose (Link Only)

Editorial check

Pass Links to files other than web pages Visual check



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http://www.w3.org/TR/UNDERSTANDING-WCAG20/navigation-mechanisms-link.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/navigation-mechanisms-refs.html





Fail

N/A

identifies the format, size of the file

and number of pages/duration as part

of the link text.

WCAG 2.4.4 Link Purpose (In

Context)

WCAG 2.4.9 Link Purpose (Link Only)

Linking to documents on the web

The link to the document identifies the format, size and number of pages, e.g. International

Student Mid Year Orientation Program (DOC, 50 kb, 3 pages).


Pass

Fail

N/A

Link to document includes the format,

size and number of pages.

WCAG 3.2.1 On Focus

Editorial checks

For long documents an option is provided to download the document in parts (e.g. by

chapter or by separating the main content from appendices).


Pass

Fail

N/A

Provide an option for downloading the

document in parts (e.g. by chapter or

by separating the main content from

appendices).

Visual check



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http://www.w3.org/TR/UNDERSTANDING-WCAG20/consistent-behavior-receive-focus.html

http://www.w3.org/TR/UNDERSTANDING-WCAG20/navigation-mechanisms-link.html



References and navigation

Footnotes, not endnotes, have been used.


Pass

Fail

N/A

Footnotes are used rather than

endnotes.

Visual check

If the document is long it has a correctly generated table of contents.


Pass

Fail

N/A

Longer documents have a properly-

generated table of contents.

WCAG 2.4.5 Multiple Ways

Visual check

Macros

Document does not contain macros.


Pass

Fail

N/A

Macros may create accessibility

problems depending on how they are

used. If a macro generates or

manipulates content after the

document has opened, it may be

necessary to provide an accessible

Visual check when opening file.



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http://www.w3.org/TR/UNDERSTANDING-WCAG20/navigation-mechanisms-mult-loc.html


alternative for some users.



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Documents

Web accessibility checklist for Word documentsmams.rmit.edu.au/507jy8xj3kj7z.docx · Web viewWeb accessibility checklist for Word documents and templates. Instructions. Purpose