Step 1. Perform manual tests
Before running the Automated Checker, perform the following five tests and fixes.
List formatting
Check to ensure that bulleted, numbered, outline and multi-level lists are formatted properly. Improper formatting makes it difficult for non-sighted users to find a list, navigate through a list, identify the list type, and identify when there are multiple levels within a list.
Language settings
Check to ensure the language setting is defined properly for passages of text. Improper language settings result is mispronounced words and impaired comprehension by non-sighted users.
Document properties
Check to ensure that the document title, author, subject, and keywords are provided under document properties. Missing information will make it difficult for non-sighted users to discern this important information about the document.
Color and contrast
Check to ensure that all text is readable and distinguishable from background colors, watermarks, and background images, and that all text is readable in High Contrast mode. This will help user with partial visual impairments read the document more easily.
Complex table
Check to determine if the document contains complex tables. If it does, move on to complete Step 2, and then convert the document to an accessible PDF document.
Step 2. Run the Automated Accessibility Checker
- Save the document in .docx format. If shown, "Maintain compatibility with previous versions of Word" must be unchecked.
- Press and release ALT, press and release F (File tab), press and release I (Info).
- Press and release I (Check for Issues) and then press A (Check Accessibility).
- Fix problems found by Checker using guidance below.
Unclear hyperlink text
Hyperlink text which is not meaningful, descriptive, and unique needs to be appropriately labeled. For example, a link titled click here does not provide enough information to a non-sighted user to understand the link's destination or purpose.
Unstructured document
Documents which are not formatted using styles and heading levels may not contain enough structure to enable a non-sighted user to navigate through a document as quickly as a sighted user.
Skipped heading level
Skipped heading levels exist when heading levels are defined in the document but in an inconsistent logical reading order (for example, a heading formatted as level 1 is followed by a heading formatted as level 3). Skipped heading levels make it difficult for non-sighted users to navigate a document.
Repeated blank characters
Blank spaces used for formatting purposes (for example, multiple carriage returns, and the use of tabs and spaces to align text) create reading issues for non-sighted users.
Object not inline
Objects which are not 'inline' with text (also called floating objects) cannot be found by a non-sighted user and should not be used.
No header row specified
When heading rows are not defined, non-sighted users may have difficulty identifying the meaning of data cells and how they relate to other data in the table.
Blank table rows or columns
When tables contain blank rows or columns, it is difficult for non-sighted users to understand and navigate through the table.
Missing alt text (table)
Titles or summaries should be added to tables so non-sighted users can comprehend the purpose and design of the table without going through the entire table.
Missing alt text (picture, text box, other elements)
Picture, text boxes, and other non-decorative images require text descriptions (also called alternative text or "Alt Text"), to convey information to non-sighted users.
Heading is too long
This issue can be ignored. You should avoid long headings, but this is not a requirement of Section 508, and often unavoidable with government documents. Use plain and concise language for headers and otherwise ignore this test result.
Infrequent headings
This issue can be ignored. It is safe to ignore this test; it is a redundant test already covered by the 'Unstructured Document' test.
Merged or split cells
This issue can be ignored. It is safe to ignore this test; it is a redundant test already sufficiently covered by the 'Unstructured Document' test.
Use image watermark
This issue can be ignored. See the manual check titled "Color and Contrast" for more relevant guidance for SSA.
Check reading order
This issue can be ignored. Microsoft's automated checker suggests using tables to create a logical reading order structure within a document. However, SSA discourages the use of tables for page formatting because layout tables create many accessibility challenges. If you must use tables for formatting/layout, complete all the manual and automated tests and convert the document to an accessible PDF.
Step 1. Perform manual tests
Before running the Automated Checker, perform the following five tests and fixes.
List formatting
Check to ensure that bulleted, numbered, outline and multi-level lists are formatted properly. Improper formatting makes it difficult for non-sighted users to find a list, navigate through a list, identify the list type, and identify when there are multiple levels within a list.
Language settings
Check to ensure the language setting is defined properly for passages of text. Improper language settings result is mispronounced words and impaired comprehension by non-sighted users.
Document properties
Check to ensure that the document title, author, subject, and keywords are provided under document properties. Missing information will make it difficult for non-sighted users to discern this important information about the document.
Color and contrast
Check to ensure that all text is readable and distinguishable from background colors, watermarks, and background images, and that all text is readable in High Contrast mode. This will help user with partial visual impairments read the document more easily.
Complex table
Check to determine if the document contains complex tables. If it does, move on to complete Step 2, and then convert the document to an accessible PDF document.
How to properly convert a Word document to an accessible PDF
Step 2. Run the Automated Accessibility Checker
- Save the document in .docx format. If shown, "Maintain compatibility with previous versions of Word" must be unchecked.
- Select the Check Accessibility button from the 508 Accessiblity Help tab.
- Fix problems found by Checker using guidance below.
Unclear hyperlink text
Hyperlink text which is not meaningful, descriptive, and unique needs to be appropriately labeled. For example, a link titled click here does not provide enough information to a non-sighted user to understand the link's destination or purpose.
Unstructured document
Documents which are not formatted using styles and heading levels may not contain enough structure to enable a non-sighted user to navigate through a document as quickly as a sighted user.
Skipped heading level
Skipped heading levels exist when heading levels are defined in the document but in an inconsistent logical reading order (for example, a heading formatted as level 1 is followed by a heading formatted as level 3). Skipped heading levels make it difficult for non-sighted users to navigate a document.
Repeated blank characters
Blank spaces used for formatting purposes (for example, multiple carriage returns, and the use of tabs and spaces to align text) create reading issues for non-sighted users.
Object not inline
Objects which are not 'inline' with text (also called floating objects) cannot be found by a non-sighted user and should not be used.
No header row specified
When heading rows are not defined, non-sighted users may have difficulty identifying the meaning of data cells and how they relate to other data in the table.
Blank table rows or columns
When tables contain blank rows or columns, it is difficult for non-sighted users to understand and navigate through the table.
Missing alt text (table)
Titles or summaries should be added to tables so non-sighted users can comprehend the purpose and design of the table without going through the entire table.
Missing alt text (picture, text box, other elements)
Picture, text boxes, and other non-decorative images require text descriptions (also called alternative text or "Alt Text"), to convey information to non-sighted users.
Heading is too long
This issue can be ignored. You should avoid long headings, but this is not a requirement of Section 508, and often unavoidable with government documents. Use plain and concise language for headers and otherwise ignore this test result.
Infrequent headings
This issue can be ignored. It is safe to ignore this test; it is a redundant test already covered by the 'Unstructured Document' test.
Merged or split cells
This issue can be ignored. It is safe to ignore this test; it is a redundant test already sufficiently covered by the 'Unstructured Document' test.
Use image watermark
This issue can be ignored. See the manual check titled "Color and Contrast" for more relevant guidance for SSA.
Check reading order
This issue can be ignored. Microsoft's automated checker suggests using tables to create a logical reading order structure within a document. However, SSA discourages the use of tables for page formatting because layout tables create many accessibility challenges. If you must use tables for formatting/layout, complete all the manual and automated tests and convert the document to an accessible PDF.