|07 Jan 2010||#1|
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Office 2010: Accessibility Investments & Document Acces
My name is Larry Waldman -- I am a Program Manager on the Office User Experience team and have been working in this role to make Office more accessible for almost 5 years. When users of Office hear that Microsoft has many people working specifically to make our products more accessible to people with disabilities, many express surprise. With such a broad customer base, we recognize the importance of considering accessibility impact in every feature we build. For example, check out this article I wrote about Accessibility and the Ribbon in Office 2007.
Upon starting our research for the 2010 release, we knew it was important to continue our accessibility focus (see Microsoft Accessibility for more info) and ensure that Office 2010 is the most accessible version of Office ever. Not only are accessibility improvements garnering increasing attention from governments, but accessibility improvements provide broad usability improvements and as such are becoming a key area of focus for the software industry in general. With that in mind, we planned Office 2010 with two key accessibility pillars:
Understanding Document Accessibility
While user interface accessibility has been well understood for years, the accessibility of Office document content is a burgeoning new area. In particular, we’ve seen many requests from companies and governments who have been wondering how to help their employees create accessible content. To solve this problem in Office 2010 we created a document Accessibility Checker (like a spell checker, but for accessibility issues) as a core feature of Word, Excel, and PowerPoint.
We started by examining the most common accessibility problems in Office documents and bucketing them in terms of their severity – we ended up with three categories:
Using the Accessibility Checker
One of our key principles for Office 2010’s accessibility checker was to make the feature available out of the box for all users – in a way that’s integrated with the authoring workflow. Rather than force users to remember to run the accessibility checker before sending a document, we integrated accessibility results directly into the Backstage view. Anytime you click the File tab and view the Info place, accessibility information will be provided under the Prepare for Sharing header. Prepare for Sharing is described more generally in this Backstage view blog post, but this is the place in the UI where authors go to ensure their file is ready to be shared with other readers; they can check for hidden information, metadata, and now accessibility issues.
To receive more detailed information (including what issues were found, why they are issues, and step-by-step instructions as to how to fix each one), users can click ‘Check for Issues’ and then click “Check Accessibility”.
This will close the Backstage View and open a task pane so you can interactively find and fix the issues in your document. In addition to the screenshot below I’ve provided a detailed textual description of how to use the checker and how its UI is represented to screen readers. Text description of the Checker Task Pane
The task pane has two main UI sections.
The top section is a tree view control (with each tree item navigable via arrow keys). Each “violation type” (missing alt text, no table header row, repeated blank characters, etc…) is an item that is collapsible.
When showing, each violation type contains one or more violations – these are represented to screen readers as children of the parent “tree items”. Each leaf is key focusable. For example, if you have two pictures that are missing alt text, they will be two violations under the “Missing Alt Text” node – each can be selected. When a violation is selected, the document will scroll to and select the problematic content.
Where possible we try to name each violation with a meaningful name (for example “Picture 1”) – And in PowerPoint or Excel you’ll find that we also try to provide what slide/sheet the object is on. Note – the violation types are grouped into “Errors”, “Warnings”, and “Tips” – These headers separate the tree items in the view, but they are not collapsible themselves. The group headers are also not key focusable.
When you select an issue in the top part of the pane, the bottom of the task describes how and why to fix it. Just above this bottom section is an “expand/collapse chevron” that allows a user to collapse the bottom pane.
All of the text in the bottom pane section is represented to a screen reader as one big pane with static text. When focus is on the pane, it can be scrolled using ctrl+up/down and pageUp/pageDown. Finally, there is some explanatory text and a more info link at the bottom of the pane if users need more help.
What exactly do we check for?
When Office 2010 ships there will be full documentation provided that details each violation the checker will scan for. In the meantime, here is a quick list of what we check for in each Office application – you can download the Beta and try out the Accessibility Checker with your files to see more details for the issues your content has. The top box for each application contains Errors, the middle contains Warnings, and the bottom contains Tips.
While we’ve tried to include as many accessibility issues as we can for Office 2010, we do recognize that there are still accessibility issues we don't yet check for. If you have a particular issue that didn’t make it into this release, please feel free to leave us a comment on this post and let us know things you’d like us to consider for the next version.
As part of our documentation process we’ve provided Assistive Technology Vendors with details about how they can use the Office accessibility platform (including our Object Model) to ensure they optimally read back Office content for their users.
For organizations that are concerned about compliance for employees, we’ve provided several group policy settings that can be used to customize exactly which accessibility violations are checked. Administrators can also increase the visibility and emphasis of the Prepare for Sharing information when there are errors or warnings. Finally, IT departments can leverage Office 2010’s UI extensibility to enforce a workflow that requires users to run the checker – this will help many corporations reduce the risk of employees creating inaccessible content and increase the amount of accessible information available to people with disabilities.
Other Office 2010 accessibility highlights
While this post has drilled deeply into the new document accessibility checker, here are a few other highlights we’ll be considering blogging about in the future. Feel free to leave comments and we’ll be sure to drill into what you’re most interested in.
Larry Waldman, Program Manager, Microsoft Office
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