6. Graphics

Content: Anchored Objects, Alt Text, Complex Images, Text Graphics, Minimum Contrast for Graphic Elements, Animated Graphics.

6.1 Anchored Objects

Graphics and text boxes used are anchored in the appropriate place.

Further information

What does this mean?
In Word, anchoring means that graphics and text boxes are placed in a fixed position within the document. This ensures that they remain in the intended place and do not shift, even when the text flow changes or additional content is inserted.

In Microsoft Word, text boxes are elements that can be inserted into a document to organise and highlight text and other content. A text box is a defined area within the document into which text or other content, such as images or tables, can be inserted.

Why is this important?
Correct anchoring of text boxes and graphics in a Word document is important in order to ensure consistent and accessible readability. If elements are not anchored in the correct place, this can lead to distortions or ambiguities when the document is read with screen readers or text-to-speech software.

For example, an unanchored image and its alt text may be read out by a screen reader in the wrong place, making the relationship between the text and the image unclear. To avoid this, all text boxes and graphics in the document should be anchored correctly.

How can you implement/check this?
There are different ways to anchor text boxes and graphics depending on whether you are using Mac or Windows:

Mac

1. Right-click the text box or graphic that you want to anchor. Alternatively, go to the relevant menu and select Layout, then Position.
2. Select Size and Position... from the context menu.
3. Under Position, select the anchoring option.
4. Under Options, select Fix position on page.
5. If this option is greyed out, first choose a suitable text wrap option, such as Square, Tight, or Top and Bottom.
6. Click OK to save the changes.

Windows

1. Click the text box or graphic that you want to anchor.
2. Click the Format tab in the ribbon.
3. In the Arrange group, click Wrap Text.
4. If Fix position on page is greyed out or not selected, the text box or graphic has not yet been anchored.
5. Click Position and choose one of the options that uses text wrapping.

To check whether text boxes and graphics are anchored correctly, you can switch to Draft View in Word and see whether the position of the elements changes when the text flow is altered or additional content is inserted into the document.

6.2 Alt Text

Graphics contain a short, concise alt text. Graphics with no informational value are marked as decorative.

Further information

What does this mean?
To improve the accessibility of a Word document, all images and graphics it contains should be provided with alt text describing what is shown. Alt text is a short and concise description of the content of a graphic, which is read by screen readers and text-to-speech software to help users understand the content.

Images that are purely decorative and have no relevance to the content should be marked accordingly. In Word, a graphic or image can be marked as decorative to indicate that it contains no content relevant to the document and can therefore be skipped by screen readers.

Why is this important?
Appropriate alt text for an image is important because it enables all users to understand the content of that image. If an image has no alt text, or if the alt text is inadequate, the image becomes inaccessible to users of screen readers and text-to-speech software. This means that these users may miss important information contained in the image.

Appropriate alt text describes the image briefly and concisely and explains how it relates to the content of the document. If the image contains important information that is not, or cannot be, presented elsewhere in the text, it is important to include this information in the alt text so that it can be conveyed by screen readers and text-to-speech software. A detailed description of the image is not usually necessary in alt text. If an image contains a large amount of important information, this should either be included in the main text itself or be accompanied by a longer text alternative, see section 6.3. As a general rule, alt text should not exceed 120 characters.

An example of appropriate alt text for an image in Word would be: Group photo of employees on a company outing standing in front of a mountain backdrop. This alt text tells screen reader users what can be seen in the image.

How can you implement/check this?
To add alt text to an image in Word, left-click the image and select Alt Text from the Picture Format menu. Then enter a precise description of the image content in the text box. If the image is purely decorative, mark it as such and leave the alt text field empty. To mark an image as decorative, proceed as follows:

1. Select the image that you want to mark as decorative.
2. Right-click the image and select Format Picture if you are using Windows. On a Mac, you can alternatively select View Alt Text, which opens a pane on the right-hand side.
3. In the Picture Format tab, select Alt Text.
4. In the Alt Text dialogue box on Windows, tick the checkbox Mark as decorative. On a Mac, select the Mark as decorative option below the text field.
5. Click OK to save the changes.

Word also offers a built-in feature that allows you to check whether alt text has been provided for an image. You can also check for redundant alt text by reading the surrounding text and ensuring that it does not repeat the same information.

To use Word’s built-in feature to check whether alt text exists for an image, proceed as follows:

1. Select the image for which you want to check the alt text.
2. Right-click the image and select Format Picture. On a Mac, you can alternatively select View Alt Text.
3. In the Picture Format tab, select Alt Text.
4. Check whether the alt text field has been completed. If it has, the image contains alt text. If not, the alt text is missing and should be added.

Although Word can generate alt text automatically on request, this auto-generated text is often not suitable and should therefore be reviewed and, if necessary, revised.

6.3 Complex Images

Complex images, for example comics, SmartArt, or charts, have a detailed descriptive text alternative.

Further information

What does this mean?
A detailed descriptive text alternative for an image contains a fuller description of the image content and its significance for the document. Unlike alt text, which provides only a brief summary of the image content, a detailed descriptive text alternative should convey all the important details needed to understand the image. It should use clear and precise language and include all key information in the image, including colours, shapes, text, people, places, and actions shown. However, the text should not be redundant or unnecessarily long and should be limited to the relevant information contained in the image.

If a text alternative is required for a visual element, it should be provided either in the same document or in a separate document. The text alternative should be included in the same document as the image and placed near it. This makes it easier for users who need an image description to find it. If the text alternative is provided in a separate document, the main document should refer to it, for example via a link, so that it can be accessed easily.

Why is this important?
The use of detailed descriptive text alternatives is an important aspect of digital accessibility because it ensures that users with visual impairments can understand the content of complex images and charts. A detailed descriptive text alternative can be particularly important if the image contains key information that cannot be conveyed elsewhere in the document text. Since complex images are often difficult to describe, it is especially important that they are accompanied by a precise and detailed text alternative so that everyone can understand their content.

An example of a detailed descriptive text alternative for a complex image might be: The image shows a group of people sitting around a round table and having a discussion. In the centre of the table is a cake with 'Happy Birthday' written on it. The people are standing around the table, smiling and raising their glasses in a birthday toast. The room is decorated with balloons and bunting, and a band can be seen playing music in the background. The more important the details are for understanding the content, the more thoroughly they must be described.

How can you implement/check this?
A descriptive text alternative should contain a precise and accurate description of the visual element, for example an image, chart, or graphic, and convey its significance for the content of the document. The following steps may help you create a good descriptive text alternative:

1. Identify the visual element: consider which visual element is to be described and what information it contains.
2. Describe the visual element: describe it in as much detail as necessary to create a clear understanding of what is shown in the image or chart.
3. Consider the context: think about how the visual element fits into the context of the document and what information it conveys. Make sure the text alternative helps readers understand its significance within the document.
4. Use clear and concise language, adapting it to the target audience where necessary.
5. Avoid redundancy: do not repeat information that is already included in the main text of the document.

You can check your text alternatives by following these steps:

1. Check whether the text alternative includes all key information from the visual element.
2. Ensure that the text alternative is understandable and easy to read.
3. Check whether the text alternative makes sense in the context of the document and has a clear connection to the text or other visual elements.
4. Ask someone unfamiliar with the information conveyed by the visual element to read the text alternative and assess whether they can understand its meaning and purpose.
5. Check that the text alternative is not redundant, that is, that it does not repeat information already presented in the text.

6.4 Text Graphics

No images or WordArt are used to represent text (text graphics).

Exception: essential text graphics have meaningful alt text. Redundant text graphics are marked as decorative, see section 6.2.

Further information

What does this mean?
It is recommended not to present text using text graphics. Instead, text should be typed and formatted as actual text. If text graphics are used nonetheless, it is necessary to provide alt text that describes the content of the graphic. If the text graphics are redundant and contain the same text as the surrounding text, they should be marked as decorative.

Text graphics are graphics consisting entirely of text characters and symbols and containing no images, photographs, or other visual elements. They are frequently used in the design of logos, posters, banners, and other marketing materials. WordArt is a form of text graphic that allows users to style text in various ways and shapes.

Why is this important?
The use of text graphics can create accessibility barriers in digital content because they may not be recognised properly by screen readers or text-to-speech software used by people with visual impairments. If text is entered and formatted as real text, it can be read more easily by assistive technologies. However, if text graphics are used, it is important to provide alt text to ensure that the content of the graphic can be understood by all users.

How can you implement/check this?
To avoid text graphics in Word, enter and format text as actual text rather than inserting it as an image or WordArt. If you do use text graphics, you can provide alt text by right-clicking the graphic and selecting Alt Text. In the Description field, enter a description of the text shown in the graphic.

If the text graphics are redundant, you can mark them as decorative by right-clicking the graphic and selecting Mark as decorative.

6.5 Minimum Contrast for Graphic Elements

Graphic elements that convey information, for example lines or adjacent areas, have a minimum contrast ratio of 3:1 against the background.

Further information

What does this mean?
Graphic elements that convey information are visual elements that communicate information within a document. These include, for example, lines, adjacent areas, and other graphic aids. When used in Word, they must have a minimum contrast ratio of 3:1 against the document background. This minimum contrast refers to the difference in brightness or colour between the colours used in the graphic elements and the background.

Why is this important?
For users with visual impairments, sufficient contrast between graphic elements and the background can be crucial in enabling them to recognise those elements. Insufficient contrast makes elements harder to perceive and can lead to misinterpretations. It is therefore important that graphic elements such as images or buttons have sufficient contrast.

Adequate contrast not only helps users with visual impairments. Users working in poor lighting conditions, using black-and-white printouts, or viewing projected material also benefit from a high contrast ratio. Sufficient contrast ensures that content is clearly visible and therefore easier to understand and process.

How can you implement/check this?
In Word, there are various ways to achieve a minimum contrast ratio of 3:1:

1. Use high-contrast colours: choose colours that contrast strongly with each other, for example black on white or yellow on black.
2. Use built-in colour schemes: Word offers a variety of built-in colour schemes designed to support readability and contrast. You can find these options under Design and then Colours.
3. Check the contrast using an online tool: various online tools can calculate the contrast between two colours and show whether the minimum ratio of 3:1 is met.

However, it is important to note that a contrast ratio of 3:1 is only the absolute minimum. A higher contrast ratio is recommended, especially if the document is intended for users with visual impairments or reading difficulties.

To ensure that the contrast ratio between information-carrying graphic elements and the background is suitable, you can use free online tools or downloadable software.

6.6 Animated Graphics

No animated graphics, such as GIFs, are used.

Further information

What does this mean?
Animated graphics in the form of GIF files should not be used in a document. Animated graphics, also known as GIFs (Graphics Interchange Format), are graphic file formats that can play a sequence of images in a loop to create a short animation. Because of this looping function, GIFs continue to play until the user closes them or moves on. Still images can also be converted into GIF format, but this significantly reduces image quality.

Why is this important?
Animated graphics should not be used in accessible digital content. Animated GIFs generally do not offer a way to pause or stop the animation, which can make it difficult for users with, for example, concentration difficulties to absorb the content of the document. In addition, rapid movement or flickering effects can trigger seizures in some users with photosensitivity.

How can you implement/check this?
You can use static graphics or images instead of animated GIFs to convey information. Depending on the operating system, checking for GIFs works slightly differently:

Mac

1. Check whether the document contains any animated graphics.
2. If so, consider whether these graphics add value to the content of the document.
3. If the animated graphics do not add value, remove them from the document.
4. If you want to keep the graphic, switch off the animation.
5. Right-click the animated graphic.
6. Select Cut.
7. Click Home in the menu bar.
8. Click the arrow next to the Paste button.
9. Select Paste as Picture.
10. The image should now no longer be animated.

Windows

1. Review all graphics in the document and pay particular attention to those that move.
2. Check whether the moving graphics add value to the content of the document. If not, remove them.
3. If you want to keep the graphic as a static image, right-click it.
4. Select Cut from the context menu.
5. Right-click again where you want to reinsert the graphic.
6. Select Paste and then Picture from the menu.
7. The image should now be inserted as a static graphic without animation.