Testing Documents for Section 508 ComplianceASPA 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 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 PropertiesCommon 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 - Slide Properties Summary tab
- Names document author for ownership and keywords
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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 and Adobe geared toward compliance with Section 508
MODULE 2 Testing Microsoft Word DocumentsOverview of Word Testing - This Module covers testing Microsoft Word documents for:
- Styles used for document structure
- Simple tests for headings
- Reading order
- Tables
- Images
- Charts
- Hyperlinks
Accessibility Elements to Test - Styles
- Text elements, format and spacing
- Color
- Styles – bold, italic, underline
- Page numbers
- Numbers in bulleted styles
- Non-text elements
Testing Styles in Word 2003 - Select the desired text
- The highlighted text shows its formatting in the toolbar field
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Test Text Formatting - Do not pass documents that rely on bold or italic font instead of styles for headings
Simple Tests 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
Test Reading Order of Columns - 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.
Table Accessibility Check - 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
Checks for Accessible Images - 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 From the document: - Right click on the image to retrieve the Formatting menu
- Select Format Picture from the 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.
Format Picture – Layout Property Test - Select the Layout tab
- Check that the In line with text option is highlighted in the Wrapping style section
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Format Picture – Alternative Text Test - Select the Web tab
- Check that the graphic has alternative text in the Alternative text box
- Decorative or background images should be blank.
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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) - Complex Images require descriptive text
- Alt Text should briefly describe image and refer to the location of the long description
- Reference description of image in body of document
- Check Captions/Labels
- Captions appear either above or below images, indicating the number and title of the image
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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
- Test Charts
MODULE 3 Testing PDF Documents with Adobe Acrobat Professional 8.0Overview 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
- 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
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 - Select Create Accessibility Report check box
- Use the Choose button to include the report in the same folder as the PDF document
- Select Include repair hints in Accessibility Report check box
- Select all check boxes in the Checking Options menu; this ensures that the PDF is tested for full accessibility
- Select Start Checking button
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Accessibility Full Check Settings - An Accessibility Report will appear on the screen
- If additional help is needed, Press the F1 key to launch Adobe Help Viewer
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Manual Checks - 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 - Once the Order Panel is displayed, numbers appear on the document, revealing the document’s 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
Read Out Loud Screen Reader - 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 Resources - Document
MODULE 4 Testing Microsoft ExcelExcel Testing Overview - This Module covers testing Microsoft Excel documents for:
- Column and Row Headers
- Charts
- Images
- Comments and Notes
- Worksheet Titles
Check Excel Document - 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
Test Charts Check for proper labeling: Test Alternative Text - All images and charts require alternative text
- Alt Text is applied and checked in the same way as Word in the Format Picture menu
- Decorative or background images should have no Alternative text
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Test Comments and Notes - Check that comments and notes are not hidden or are removed.
- Notation must indicate when data affects another linked worksheet or file.
Check Worksheets For Titles - 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
- Test images
- Test Comments and Notes
- Test Worksheet Titles
MODULE 5 Testing Microsoft PowerPointPowerPoint Testing Overview - This Module covers testing Microsoft PowerPoint documents for:
- Document Structure
- Images
- Charts
- Tables
Test Slide Layouts - 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 - The Title Holder has not been used if no text is next to the slide icon
- All Text must appear in Outline View
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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
Test For Animation - Send back any PowerPoint with:
- Flickering and/or flashing text or objects
- Animated text or objects
Picture Formatting - Graphics must have alternative text unless decorative or background image
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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
Checking Charts - 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: | |
Tables - 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
http://hhs.gov/web/ http://508.hhs.gov/
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