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RE: link to word documents

for

From: Paul Bohman
Date: Jan 6, 2003 4:51PM

For most kinds of disabilities, Word documents are not much of a problem in
terms of accessibility. There are no special challenges for someone who is
deaf, for example. Someone who is unable to use a mouse will still be able
to navigate quite effectively through the Word interface (there are plenty
of keyboard shortcuts). Someone using a screen reader usually can handle
basic Word documents without too much trouble as well. Screen readers such
as JAWS and Window Eyes are good at reading the Word interface and
documents.

However, not everyone uses a full screen reader. If the user has a program
that reads only Web documents and email, such as Home Page Reader or Connect
Outloud, then the Word documents will be inaccessible. This is not a common
scenario, but it is one to be aware of.

Also, it is possible to create Word files that are very confusing. Complex
tables with merged columns and rows can be nearly indecipherable. The
simpler the document, the better.

Another useful technique within Word is to use heading levels properly. Most
people simply enlarge the font size and use a bold font style to denote
headings within a document. When headings are used properly it is possible
to navigate the document within a screen reader by headings. This makes the
document more usable.

As far as styles are concerned, the only one that makes a real difference is
the heading styles. If you use true headings (from the styles menu) you'll
be better off. The other styles are not important from an accessibility
standpoint.

Images within Word documents will be inaccessible if there is no alternative
text for them. You can create alternative text by right-clicking on the
picture, going to Format Picture > Web > Alternative text. You can also
provide a caption right in the text of the document itself so that everyone
can see it (this is the best method, as long as the caption adequately
describes the image's purpose to someone who can't see it).

One thing to consider is that some people have their browser configured to
open Word files directly, within the browser, and not within the Word
interface. This may be convenient for some of us, but it reduces the
usability of Word files for someone who depends on keyboard navigation
within Word. Since this is a user setting, you can't control whether or not
the Word document opens in the browser (unless perhaps if you put the Word
file on an FTP server instead of an HTTP server--you would have to test
this). It's true that users needs to bear some responsibility for their own
preferences and settings, but some are simply not savvy enough to be able to
change them.

In terms of switching between a Web browser and word processor program, I
wouldn't be too concerned about this. Full screen readers do an acceptable
job at switching back and forth.

One of the biggest drawbacks is the disorientation that occurs when you
click on a link and another program opens up. People assume that most links
will lead to another Web page. When they see Word start to open, many people
will go back in their browser or immediately shut down Word, to avoid having
another program open.

The ideal solution would be to have the documents available in HTML format.
If necessary, you could provide them in both formats, giving the user a
choice. If you convert the files to HTML, make sure that the resulting files
are accessible! Word XP comes with an option to save files to "filtered
HTML", which is Microsoft's way of saying "HTML without all the unnecessary
nonsense that we normally bloat the document with."

In the specific case that you mentioned, it doesn't make sense that a
company or any organization would want to provide information about their
products in Word format alone. It would seem to me that this is "mission
critical" information. They can't risk losing a sale just because they're
unmotivated to convert their Word documents into HTML. If someone can't
access the Word file--for whatever reason--they're unlikely to buy the
product.

Paul Bohman
Technology Coordinator
WebAIM (Web Accessibility in Mind)
www.webaim.org
Center for Persons with Disabilities
www.cpd.usu.edu
Utah State University
www.usu.edu