MICROSOFT WORD 2010
508 ACCESSIBILITY CHECKLIST

Use a summary or a caption when displaying data tables.

Watch video (1:39 mins)

Check to see if a caption or alternate text summary has been added to data tables

To determine whether Alternate Text has been applied to a Data Table

• Run the accessibility checker: "Missing Alt Text: Tables"
  Note: This test only works when the Table style is set to 'Table Grid'.
  

To determine whether a caption has been applied to a Data Table

• On the References Tab, in the Captions Group, Select Cross-reference
• The Cross-reference Dialog Box appears
• If tables have proper cross-references then the tables will show in this dialog box.

Note: This requirement is for either a caption or an alternate text summary, but having both a caption and a summary is more accessible.

Watch video (2:16 mins)

To add an alternate text description to a data table

• Place the cursor anywhere in the table
• On the Table Tools Tab, in the Layout Sub-Tab, in the Table Group, Select Properties
  
  

  

  

• The Table Properties Dialog Box appears
• In the Alt Text Tab of the Table Properties Dialog Box, insert text in the Description field. The text should orient a non-sighted user on the table's design and content.
  
  

  Note: The Title field is not necessary for accessibility. It can be left blank.

To add a caption to a data table

• Place the cursor anywhere in the table
• On the References Tab, in the Captions Group, Select Insert Caption
  
  

  

  

• The Caption Dialog Box appears
  
  
• Enter a descriptive caption in the Caption field. The caption description should ideally make sense when spoken in isolation. This makes it easy for screen reader users to access and use a list of tables.

  Note: Once a caption has been added to a table, it can be programmatically cross-referenced from elsewhere in the document. Cross-referencing ensures that table numbers are correct even when new tables are added, or tables deleted. Cross-referencing also makes it easier for people with low or no vision to navigate the document. To add a cross reference to a data table:
  
  

• Place the cursor where the cross-reference is to go in the text of the document
• On the References Tab, in the Captions Group, Select Cross-reference
  
  

  

  

• The Cross-reference Dialog Box appears
• Select the desired cross-reference options
  
  
• The cross-reference becomes a selectable, navigable item in the document's text
  
  

Use a summary or a caption when displaying data tables.

Correct:

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

Incorrect:

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

Use a summary or a caption when displaying data tables.

Sighted users can quickly scan tables to understand their purpose, but many assistive technology users navigate with the keyboard. These users need a table summary or caption to describe the purpose of a table.

Legal References

508 references:

1194.22(a); 1194.31(a); 1194.31(b).

WCAG references:

No WCAG coverage.

All Microsoft Word Requirements