Text boxes in Microsoft Word are a common feature, often used to place content freely within a document. However, they pose significant challenges to accessibility, particularly for individuals who depend on screen readers. This article explores the issues associated with text boxes in Microsoft Word and explains practical alternatives for creating accessible Word documents that adhere to WCAG and Section 508 standards.
Video Guide
Text Boxes in Microsoft Word are not Accessible
Problem 1: Screen Readers and Text Boxes
Screen readers like JAWS and NVDA are crucial for users with visual impairments, providing auditory access to digital content. However, text boxes in Word disrupt the proper reading of content. Screen readers either skip the text entirely or misinterpret the box as a decorative element. This creates an incomplete experience for users relying on assistive technology to navigate and comprehend the document.
Problem 2: JAWS and NVDA Testing
When testing text boxes with JAWS and NVDA, both screen readers failed to read the contents inside the box, even when it was marked as decorative or placed in line.
- JAWS skipped over the text, identifying the text box only as “graphic, graphic,” without interpreting the content within it.
- NVDA similarly could not navigate to or recognize the text inside the box, leaving it inaccessible.
These results clearly show the limitations of using text boxes in documents intended to be accessible.
PDF Conversion Issues
When converting a Word document with text boxes to PDF, the content inside the boxes often remains untagged. Tagged PDFs are essential for screen readers to recognize the document’s structure and content. Unmarked text boxes in the PDF version render their contents invisible to assistive technology, further complicating accessibility.
Microsoft Word’s Accessibility Checker
Microsoft Word’s built-in accessibility checker flags potential issues with text boxes, suggesting they be placed inline or marked as decorative. However, these options do not fully resolve the underlying problem.
In-Line Text Option
Placing a text box inline can make it slightly more accessible, but it still disrupts the way screen readers interpret the document.
Decorative Marking
Marking a text box as decorative works only when the content is non-essential. When crucial information is inside the text box, marking it as decorative is insufficient for accessibility.
Alternatives to Using Text Boxes
Given the issues with text boxes, avoiding them is the best approach for accessible document creation. The following alternatives provide more reliable ways to organize and structure content:
Use Standard Inline Text
Inserting text directly into the document, rather than using a text box, ensures that screen readers will read it correctly. This method also ensures proper tagging if the document is converted to PDF.
Use Tables for Layout
If text boxes are used for layout purposes, tables with invisible borders can be an effective alternative. Unlike text boxes, tables are more easily navigated by screen readers. Ensure that table headers and descriptions are properly labeled to enhance accessibility.
Headings and Lists
Content organized with headings, lists, and paragraph styles is easier for screen readers to interpret and navigate. These structural elements form the backbone of an accessible document and help users better understand the document’s flow.
Ensuring PDF Accessibility
To ensure accessibility when converting Word documents to PDF, avoid using text boxes and rely on tools that properly tag content. Using Word’s tagging features and verifying the PDF with programs like Adobe Acrobat will help ensure the document remains accessible to all users.
Best Practices for Accessible Word Documents
The following best practices can help make Word documents as accessible as possible:
- Use Proper Headings: Utilize Word’s heading styles (Heading 1, Heading 2, etc.) to ensure screen readers can easily navigate the document.
- Avoid Text Boxes: Replace text boxes with inline text or tables to avoid screen reader issues.
- Add Alt Text to Images: Every image in a document should include alternative text that describes the image content for screen readers.
- Use Descriptive Links: Replace raw URLs with descriptive text that conveys the destination or purpose of the link.
- Accessible Tables: Create simple tables with clearly defined headers. Avoid using tables for layout purposes if possible.
- Test the Document: Use Word’s accessibility checker, and test the document with screen readers like JAWS or NVDA to ensure full accessibility.
- PDF Conversion: Ensure that when converting to PDF, all content is tagged properly for screen readers.
Download the Free Section 508 Checklist for Microsoft Word:
Text boxes in Microsoft Word present significant barriers to accessibility. Both JAWS and NVDA screen readers struggle to read or recognize content inside text boxes, making them unsuitable for accessible document creation. Moreover, text boxes do not tag properly when converted to PDF, compounding the problem.
The best solution is to avoid using text boxes altogether and instead rely on inline text, tables, and proper headings to organize content. These practices ensure that documents remain accessible and compliant with WCAG and Section 508 standards. By following these guidelines, anyone can create Word documents that are fully accessible to users with disabilities.
Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!
