Microsoft Office: Excel, Word, PowerPoint

This Page

  1. Adding Image ALT Tags
  2. Cautions on Converting Word and Excel Files to HTML
  3. General Availability

Related Links

  1. Microsoft Word Tips
  2. PowerPoint Tips
  3. Excel Tips

External Links

  1. Let's Cook: A Recipe for Creating Accessible Word Documents (PSU Behrend)
  2. WebAIM: Word Accessibility
  3. WebAIM: PowerPoint Accessibility

Adding Image ALT Tags

Recent versions of Microsoft Office allow you to insert ALT tags into inserted images, which can then be read by a screen reader. If these files are converted to HTML, the ALT tag is generally preserved.

Microsoft Office 2010

NOTE: In Microsoft Office 2007, the Alt Text tool is under the Picture Size options. In Office 2003, it is under the Format Picture options.

  1. Open any Microsoft Office software and select an image so that square anchors are visible.
  2. Right-click the mouse and select Format Picture.
  3. In the Format Picture window, select the Alt Text tab on the right, then insert your description into the Description field. Click Close to finalize the alt text.
    NOTE: If the tab is not available in Office 2007, make sure you have not selected the Format Picture option.

    Word 2010 Format Picture window on ALT Tag option

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Microsoft Office 2011 (Mac)

Note: This tool is not available in Office 2004 or Office 2008 for Macintosh.

  1. Open any Microsoft Office software and select an image so that square anchors are visible.
  2. Right-click the mouse and select Format Picture.
  3. In the Format Picture window, select the Alt Text tab.
  4. Insert the ALT text into the Description as needed.
  5. Click OK to close.

Screen capture of Office 2011 Alt Text tool in Word.

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Cautions on Converting Word and Excel to HTML

Although Microsoft products include a function to convert content to HTML, the implementation is not regarded as standards-compliant. Below is a sample of what codes are generated by the Save as Web file option in Microsoft Word.

If need convert to HTML, you can look for the Filtered Web option (available in Office 2007 for Windows only) or you can purchase a plug-in to audit the accessibility of the output file (Windows only).

Intended Result

This is unformatted text.

View the Code

<p>This is unformatted text</p>

 

Actual Result (Inaccessible)

(Font is fixed to 12 point, Times New Roman)

This is unformatted normal text.

View the code

<p class=MsoNormal>This is unformatted text</p>

p.MsoNormal, li.MsoNormal, div.MsoNormal
{mso-style-parent:"";
margin-top:0in;
margin-right:0in;
margin-bottom:5.0pt;
margin-left:0in;
mso-pagination:widow-orphan;
font-size:12.0pt;
font-family:"Times New Roman";
mso-ascii-font-family:Palatino;
mso-fareast-font-family:Cambria;
mso-hansi-font-family:Palatino;
mso-bidi-font-family:"Times New Roman";}

 

Accessibility Issues of Word Generated HTML

  1. Styles use fixed font sizes, not relative font sizes. Fixed font sizes won't allow the text to be zoomed in Internet Explorer 6 or earlier.

  2. The font will probably be fixed to Times New Roman, which is designed for print, not for computer monitors.

  3. Style sheets are embedded and are time consuming to remove manually. In fact, all Word styles in your template are exported even if they are not used in the original document.

  4. Word HTML allows designers to specify unusual fonts and/or symbols, which may not be available on all computers.

  5. If Smart Quotes are turned on, then they will be converted to a Unicode numeric character or left intact. Older browsers may not be able to decipher these symbols.

NOTE: Some text editors, such as Global Writer, export HTML with less embedded formatting.

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General Availability

Make sure your audience has ready access to Microsoft Office packages, and to the same version you are using. Although Word is readily available at Penn State, it may not be elsewhere. In some cases, a different option, like pure HTML or a PDF, may reach your audience better.

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