Testing Documents for Section 508 Compliance
ASPA Web Communications and New Media Division
Course Overview
- The goal is to teach you how to test Documents for Section 508 Compliance.
- This course is targeted to individuals who receive or approve electronic documents.
- This course does NOT teach how to correct errors in documents, or to test for non-text (e.g. audio and video documents)
Testing Documents for Section 508 Compliance
- Each time you receive an electronic document, ensure that it is accessible.
- Use of acquisition language ensures that at least one version will be accessible
- Send a non-compliant document back to its creator for remediation!
- Especially when working with non-departmental staff and consultants.
- Documents that are submitted as part of the proposal cycle and as project deliverables (monthly reports, change requests) must meet Section 508.
Course Overview
- Module 1: Common Document Elements
- Identifies Common Elements required by HHS for document creation.
- Lists HHS Best Practices for document creation.
- Module 2: Microsoft Word Documents
- Style Tags for Document Structure
- Simple Tests for Headings
- Reading Order
- Tables
- Accessible Images and Charts
- Hyperlinks
- Module 3: PDF Documents
- Module 4: Microsoft Excel
- Module 5: Microsoft PowerPoint
Course Objectives
Upon completion of this course, the learner will be able to:
- Identify common document elements required by HHS for compliant documents
- Identify HHS Best Practices for document creation
- Test documents for:
- Document structure and reading order
- Non-text images
- Other document elements
- Implement a variety of tests, including:
- Manual tests
- Automated PDF tests
MODULE 1
Common Document Properties
Common Elements Required By HHS
When testing, determine that:
- Document properties for Title, Author, Subject, Keywords, and Language are properly filled out.
- All Comment and Markup items are deleted.
- No hidden data is present.
- Color is not the only method used to convey important information.
- There are no flashing/flickering or animated elements.
- All images and/or non-text elements have alternative text descriptions.
- All charts and graphs have either an alternative text description or provide a description in the text immediately below the chart/graph.
- Data tables identify row and column headers.
- Data cells in tables are associated with row and column headers.
- There are no merged cells in tables (Word.
- All tables read from left to right and top to bottom.
- All hyperlinks are active and use the fully-qualified URL, e.g., http://www.hhs.gov/ (not simply www.hhs.gov).
- Delete or remove tracked changes and previous version information” to the general requirements.
Document Properties – HHS Best Practices
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Accessible Documents are Structured Documents!
- A document that is well-structured and logically organized can easily be:
- read and navigated by Assistive Technology
- exported to other applications, with minimal adjustment to maintain accessibility.
- Success depends upon:
- a clear, hierarchical structure
- use of reliable publishing tools
- use of functionality/enhancements provided by Microsoft, NetCentric and Adobe geared toward compliance with Section 508
MODULE 2
Testing Microsoft Word Documents
Overview of Word Testing
- This Module covers testing Microsoft Word documents for:
- Styles used for document structure
- Simple tests for headings
- Reading order
- Tables
- Images
- Alternative text
- Charts
- Hyperlinks
- Styles used for document structure
Accessibility Elements to Test
- Styles
- Text elements, format and spacing
- Color
- Styles – bold, italic, underline
- Page numbers
- Numbers in bulleted styles
- Non-text elements
- Images
- Tables
- Diagrams
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Test Text Formatting
- Do not pass documents that rely on bold or italic font instead of styles for headings
- Check that headings are different from the body text.
- Different type size and different font.
- Check that heading text does not run into body text.
- Spacing helps differentiate between headings and body text.
Check Page Numbering
- If the document uses page numbers, check to see if they have been automatically inserted in the document
- View the document in the Print Layout mode
- Page numbers should appear grayed out on either the top or bottom of the document
- Here is an easy method to check columns:
- Highlight several lines in the left column.
- Only text in that column should highlight.
- Make sure that the margin between the columns is wide enough to clearly separate them.
- The table anchor icon indicates that a table has been properly created in Word
Accessible Table Testing
- Column and row headers are labeled
- Column headings should appear at the top of each column
- If there are row headings should be positioned in the first left hand column
- Headings should be short and descriptive
- Tables are labeled and described
- Captions appear either above or below tables, indicating the number and title of the table
- Tables are described in the body text of the document
Check Tables
- Check for merged cells in headings and rows
- Ensure that tables spanning multiple pages have headings that associate with each page
- Captions and alternative text for all images
- Images have In line with text wrapping style
- No text boxes for simple graphics
- No background images or watermarks on a page
Test Images
Test images in the Format Picture Properties menu
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Format Picture Properties Menu
- Two properties associated with a graphic require testing in order to ensure that the graphic can be read by Assistive Technology.
- Layout
- Web
Format Picture – Layout Property Test
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Format Picture – Alternative Text Test
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FIX Check that Illustrations are Grouped
- An illustration created from several smaller images must be grouped to form one object.
- Check that alternative text is associated with the grouped object.
Accessible Complex Images
(Diagrams, Charts, and Graphs)
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Word Testing Review
- Test Table of Contents
- Test styles for document structure
- Simple Tests for Headings
- Test Columns
- Test Tables
- Test for Images
- Alternative Text
- Test Charts
MODULE 3
Testing PDF Documents with Adobe Acrobat Professional 8.0
Overview of PDF Testing
- This Module covers methods of testing PDF documents:
- Adobe Automated Testing
- Manual Testing
- Use the Tab Key to test tab order
- Test Reading Order
- Test Images for Alternative Text
- Test Scanned Documents for OCR
- Use Assistive Technology to Test Reading Order
PDF Accessibility
- Before a PDF is accessible, it must:
- Be properly tagged
- Have a logical reading and tab order
- Have alternative text for all images and objects
- Have a specified language
- Have bookmarks linked to the sections of the document for files of 10 pages or more
Accessibility Test Questions
- Does the document contain actual text?
- Scanned representations of text are not accessible.
- Does content follow a logical reading order?
- Are tabbed elements placed in a logical tab order?
- Has the document been tagged and has a clear document structure been defined?
- Has alternative text been appropriately applied to all images, objects and form field elements?
- Do data tables contain Column or Row header tags?
- Are elements that should be ignored by a screen reader tagged as artifacts?
- Are hyperlinks active and linked to the appropriate destination?
- Are bookmarks labeled properly and linked to the appropriate destination?
PDF Accessibility Checks
- To verify that accessibility conditions are met:
- Run Adobe’s Accessibility Full Check and Section 508 check.
(Please note that the use of NetCentric's CommonLook Plugin is recommended.) - Manually test for Alt Text and reading order
- Use Assistive Technology or Adobe Acrobat reader’s built-in screen reader Read Out Loud to test reading order.
- Run Adobe’s Accessibility Full Check and Section 508 check.
Adobe Accessibility Full Check
To select the automatic Full Check option in Adobe Professional:
- Select Advanced from the Main menu
- Select Accessibility from the Advanced dropdown menu
- Select Full Check from the Accessibility dropdown menu
Adobe Accessibility Full Check
[We encourage you to run both the "Adobe PDF" check and the "Section 508 web-based intranet and internet information and applications (1194.22)" check. See the "Checking Options" pull-down menu to make the selection.] |
Accessibility Full Check Settings
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- Use the Tab Key to test tab order
- Test Reading Order
- Test Images for Alternative Text
- Test Scanned Documents for OCR
View and Test Reading Order
- Select the View dropdown menu from the Main menu
- Select Navigation Tabs from the View dropdown menu
- Select Order from the Navigation Tabs menu
- Select Options
- Select Show reading order panel
View Reading Order
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Testing for Alternative Text
- An image without Alt Text looks like this using the Order tab view
Scanned Documents
- Are usually images and not accessible
- They need to be recreated and scanned in Adobe Acrobat Professional with OCR activated
- Use Assistive Technology or
- the built-in screen reader to test the PDF’s reading order:
- From the View menu select Read Out Loud and then one of the available choices.
- Choose either Read This Page Only or Read To The End Of Document
Read Out Loud Screen Reader
Review PDF Accessibility
- Testing PDFs for Accessibility
- Adobe Automated Testing
- Manual Testing
- Use the Tab Key to test tab order
- Test Reading Order
- Test for Alternative Text for Images
- Test Scanned Documents for OCR
- Use Screen Reader to Test Reading Order
Resources - Government
- Web Communications & New Media Division
http://www.hhs.gov/web/508/index.html - HHS Office On Disability
http://www.hhs.gov/od/about/index.html - HHS Section 508 Website
http://508.hhs.gov/ - HHS 508 Training – contact your Webmaster
- Federal Government 508 Policy, Training and Resources
http://www.section508.gov/
Resources - Document
- Adobe Accessibility Resource Center
http://www.adobe.com/accessibility/ - Microsoft Tutorials
http://www.microsoft.com/enable/training/office2003/default.aspx - Webaim PDF
http://www.webaim.org/techniques/acrobat/ - Webaim Microsoft Word
http://www.webaim.org/techniques/word/ - Webaim Microsoft PowerPoint
http://www.webaim.org/techniques/powerpoint/
MODULE 4
Testing Microsoft Excel
Excel Testing Overview
- This Module covers testing Microsoft Excel documents for:
- Column and Row Headers
- Charts
- Images
- Alternative Text
- Comments and Notes
- Worksheet Titles
- Column and Row Headers must be labeled
- Check for merged cells in headings and rows
- Ensure that tables spanning multiple pages have headings that associate with each page
- Only one data table per worksheet is allowed
- Merged cells should be avoided
Check for proper labeling:
- Title
- Legend
- Axis
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- Check that comments and notes are not hidden or are removed.
- Notation must indicate when data affects another linked worksheet or file.
- Worksheet titles must accurately describe content
Review Excel Tests
- Check Excel Document
- Column and Row Headers
- Check for merged cells in headings and rows
- Ensure that tables spanning multiple pages have headings that associate with each page
- Only one data table per worksheet
- Test Charts for Labels
- Title
- Legend
- Axis
- Test images
- Alternative Text
- Test Comments and Notes
- Test Worksheet Titles
MODULE 5
Testing Microsoft PowerPoint
PowerPoint Testing Overview
- This Module covers testing Microsoft PowerPoint documents for:
- Document Structure
- Images
- Charts
- Tables
- Text in a text box will not appear in the Outline View
- All Text must appear in Outline View
Test Slide Titles
- Create slide titles in a Title Holder, not with a text box
- Test by looking at the Outline view
Title Text Box Error
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Test Text
- Slide layouts are used for all text
- All text should appear in the outline view
- Text Box text does not appear in the Outline view
- Send back any PowerPoint with:
- Flickering and/or flashing text or objects
- Animated text or objects
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Grouping Images
- An illustration created from several smaller images must be grouped to form one object
- Check to see that Alt Text is associated with the grouped object
- Check to see that charts were created in PowerPoint
- If charts were copied from another program, they are treated as images
- Images are not accessible without Alt Text
Test Charts
Check for:
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- Tables are a layout based on rows and columns
- Check that tables were created within PowerPoint
- When tables are imported into PowerPoint from another program or source, they are recognized as images
- Check for Alt Text to describe tables
- Check for a labels
Checking a Table
Check table structure for:
- Logical relationships between data
- Labeled column and row headers
Name | Age | Birthday |
Jackie | 5 | April 5 |
Beth | 8 | January 14 |
Review Testing PowerPoint
- Test Document Structure
- Slide titles created with the Title Holder
- Text created only in layout style
- Test Images
- Alternative Text
- Picture Formatting and Grouping
- Test Charts
- Test for Animation
- Tables