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MICROSOFT WORD 2010
508 ACCESSIBILITY CHECKLIST

Icon depicting objects not in line

Object not inline

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Requirements for 508 compliance

Place images, data tables, charts, and other objects 'inline' with the document content (rather than 'floating'). Where floating objects are unavoidable, ensure both the object and wrapped text around the object are part of the read order.


How to test

Watch video (1:09 mins)

Video On Demand buttonVideo On Demand button - EWD version

Are objects inline with text?


To examine whether items are inline with document content:

  • Run the accessibility checker: "Object Not Inline"


How to fix

Watch video (2:30 mins)

Video On Demand buttonVideo On Demand button - EWD version

To set a picture or drawing object as 'inline':

  • Select the floating item ('floating' is the opposite of 'inline'), then open the context menu (right click).

  • Select Wrap text, then select In Line with Text

    A document image is selected and the context menu is opened to select the In Line With Text button
  • The object is set to be Inline with text

  • Remove any blank character formatting of text that was behind the original floating object. It may be useful to show blank characters: CTRL + ALT + SHIFT + C. Apply regular character and/or paragraph formatting to the object to return it to the desired visual look (an inline object behaves like a text character).

    Remove any blank character formatting of text that was behind the original floating object. It may be useful to show blank characters: CTRL + SHIFT + *. Apply regular character and/or paragraph formatting to the object to return it to the desired visual look (an inline object behaves like a text character).


    After the picture is set to inline, the layout of the page changes because the paragraph formatting for spacing still exists. The blank paragraph characters are shown, and they must be deleted to restore the original look of the page.

Note: Some visual layout effects are not possible when objects are set as 'inline'. For example, text cannot be wrapped around an object. If floating objects are absolutely necessary, then (1) fix any remaining accessibility issues with the document, and (2) convert the file to an accessible format (one in which floating objects can be made accessible).

Note: Some visual layout effects are not possible when objects are set as 'inline'. For example, text cannot be wrapped around an object. If floating objects are absolutely necessary, then (1) fix any remaining accessibility issues with the document, and (2) convert the file to an accessible format (one in which floating objects can be made accessible).


To set a data table as 'inline':

  • Select the table, then open the context menu (right click).

  • Select Table Properties…

  • The Table Properties dialog box opens.

  • In the Table Properties dialog box, Table Tab, set Text wrapping to None.


    The Table Properties Dialog Box. The text wrapping is set to be 'None'. This is another way of saying that the table is set as 'Inline'

Note: Some visual layout effects are not possible when objects are set as 'inline'. For example, text cannot be wrapped around an object. If floating objects are absolutely necessary, then (1) fix any remaining accessibility issues with the document, and (2) convert the file to an accessible format (one in which floating objects can be made accessible).

Note: Some visual layout effects are not possible when objects are set as 'inline'. For example, text cannot be wrapped around an object. If floating objects are absolutely necessary, then (1) fix any remaining accessibility issues with the document, and (2) convert the file to an accessible format (one in which floating objects can be made accessible).


To set a Text Box as 'inline' (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.


Examples

Place images, data tables, charts, and other objects 'inline' with the document content (rather than 'floating'). Where floating objects are unavoidable, ensure both the object and wrapped text around the object are part of the read order.

Correct:

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


An advertising document is shown in an inset, in Page Layout view. The main part of the image shows text selected in Draft view. The image placeholders show up as large blocks of blue in the Draft view. Blocks of blue representing the image placement show up in Draft view when images are set as 'Inline'.

Incorrect:

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


An advertising document is shown in an inset, in Page Layout view. The main part of the image shows text selected in Draft view. Neither of the image placeholders show up in the Draft view because the images have not been set as 'Inline'
Rationale

Place images, data tables, charts, and other objects 'inline' with the document content (rather than 'floating'). Where floating objects are unavoidable, ensure both the object and wrapped text around the object are part of the read order.

Screen readers can only detect and properly read objects when they are placed 'inline'. Assistive technologies must present users with the correct reading order when text wrapping is used or content may be read in a confusing manner (line of text, followed by a table row, followed by a line of text, etc.)

Legal References

508 references:

1194.21(a); 1194.31(a); 1194.31(b); 1194.31(f).

WCAG references:

2.4.3.

All Microsoft Word Requirements


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