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Thread: Forms in WORD format
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From: Langum, Michael J
Date: Wed, Jan 06 2010 9:36AM
Subject: Forms in WORD format
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Can forms in MS-WORD format be considered 508 compliant?
-- Mike
From: Mills, Teresa
Date: Wed, Jan 06 2010 1:12PM
Subject: Re: Forms in WORD format
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Hi Mike,
This is a loaded question. If designed properly, Word forms can be very accessible to screen reader users. However, there are some differences between JAWS and Window-Eyes, which can make a real difference in accessibility/usability. The real problem is that there are no clear cut standards as to how 508 actually applies to documents--so at our agency we do our best at tweaking the HTML and software standards to cover the accessibility issues encountered in documents. We also look for things such as keyboard accessibility, visual focus (for example on forms), and reading order, and other well documented issues pertinent to document types. For example there is a way to add status text to each form field that can be read with screen readers once the form is protected (which is necessary to fill out the form) so you could apply 1194.22 N and/or 1194.21 L (depending upon how your agency covers documents). I think that documents do not neatly fall in 1194.21 or 1194.22 so so
me agencies come up with their own policies and standards for determining the accessibility documents (whether they call this 508 compliant or not). Also important to note the Access Board has not definitive guidance (or at best inconsistent guidance)on whether (and how) documents are covered under Section 508.
From a practical standpoint, if you properly design the form and your audience uses JAWS (and possibly Window-Eyes), it is very possible to design an accessible and easy to use form using Word. For others, the same form may not be accessible or meet their needs. For example, I am having some problems with a form that is very accessible with JAWS when using ZoomText. I am not sure how other assistive technology, such as Dragon Naturally Speaking or Magic for example, interact with Word forms--I would like to hear others thoughts.
See tutorial at http://www.freedomscientific.com/Training/accessible-forms-in-word.htm on Making Word forms accessible (but it is geared toward making forms accessible so they work with JAWS). Important to note: some of the newer form controls in Office 2007 may not be accessible, so you would have to thoroughly test before distributing the form.
Hope this helps,
Teresa
From: Moore,Michael (DARS)
Date: Mon, Jan 11 2010 9:15AM
Subject: Re: Forms in WORD format
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MS Word forms can be made fully accessible and we have developed a set of standard practices at our agency to support the creation and management of accessible MS Word forms. Some of what we do would probably be considered pretty non-standard but the results have been successful in creating forms that can be used by staff who work with the JAWS screen reader, the ZoomText screen magnifier, Dragon Naturally Speaking speech to text software, or who just do not use a mouse. We have about 150 staff who fall into one of those categories.
These are the basics.
The forms are locked so that the user can only access the inputs on the forms.
We use legacy text input fields for all inputs, including "faux check boxes." Faux check boxes look like a check box, a small square box with black borders but the user has to type an "X" into the field. This was actually done to support our ZoomText users because ZoomText would not track the legacy check boxes correctly.
Form field prompts are conveyed through status bar and F1 help fields in the input field. The status bar holds 128 characters and the F1 help text holds 256 characters.
We place the instructions and other form information in hidden inputs, (1 px on character) inputs with the information placed in the status bar and F1 help fields. We preface this information in the status bar with the word "info" so that users know that this is not a field that is editable. We considered and rejected two alternatives to this method. The first was to use unlocked sections of the form. This would probably work but users could not navigate through the form with just the tab key, which was a requirement requested by our assistive technology users. The second was to make the "info" fields read only, unfortunately this also resulted in removing the fields from the tab ring.
We place the section headings for the form inside of large black borders to make it easy to identify section breaks when using a screen magnifier.
We place a 20pt "X" at start of signature lines to make it easier for people with low vision to identify where they need to sign.
If you would like an example of one of our forms contact me off list and I will email one to you.
Mike Moore
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