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Some objects are known as floating objects, meaning they can be positioned and moved independently of text. This capability stems from their placement on a separate layer from the main content. When used in their native form, these objects are considered inaccessible, as screen reader users may not be able to navigate to or read the content within them. Common examples of floating objects include text boxes, charts, shapes, icons, and SmartArt.
To use these objects accessibly, additional considerations are required. The following best practices will help you ensure these elements are usable for all users.
Text Boxes
Text boxes behave differently across Microsoft Office applications and should be used with care.
Microsoft Word and Excel: Avoid Using Text Boxes
Text boxes in Word and Excel exist on a separate drawing layer, which means screen readers may not detect or read the content within them. As a result, important information may be missed.
To achieve the visual effect of a text box while maintaining accessibility:
- Apply a padded border to your desired paragraph text (Word).
- Format Excel cells to mimic the look of a text box (Excel).
Resources
Bad Example
Figure 1. Text boxes exist on a separate drawing layer. You can identify whether an object is a true text box or a mimicked text box by the presence of an anchor. The anchor indicates that a text box can be positioned anywhere within a document, regardless of the natural reading order of the text.
Good Example
Figure 2. Users can achieve the visual appearance of a text box by applying a padded border to paragraph text. Padding can be adjusted by selecting Options in the Borders and Shading dialog box.
Microsoft PowerPoint: Text Boxes are Accessible
Text boxes in PowerPoint are accessible—unlike in Word and Excel. PowerPoint presentations are comprised of slides organized using text boxes for layout placement. These text boxes exist on the main content layer, making them navigable by screen readers.
Note: It is best to use preset
slide layouts in PowerPoint, as they have been designed with structure and reading order optimized for screen readers. Using these layouts reduces the need to manually design slides and helps minimize accessibility issues.
Charts
To make charts accessible and navigable for screen reader users, follow the accessibility guidelines outlined in the Create Accessible Charts Knowledge Base Article.
Shapes
Avoiding shapes in your documents is the simplest way to meet accessibility standards. However, shapes can be made accessible by following a few additional steps.
Flatten Shapes to Improve Navigation
If a shape is being used to convey information, it will need to be flattened so screen reader users can navigate to it. If a shape is purely decorative (used only for visual effect), a screen reader user may not be aware of it; in this case, add alternative text indicating that it is decorative.
To flatten a shape, convert it into an image by taking a screenshot and inserting it back into the document. The new flattened image (e.g., JPEG or PNG) exists within the main content layer, allowing users to navigate to it and access its alternative text.
Alternatively, you can use the Paste Special option in Microsoft Office to convert objects into images without taking a screenshot. This allows you to paste shapes as image files rather than floating objects.
Note: On Mac, you can place your cursor where you want to insert the object. Right click and select Paste Special. Choose to insert the object as a JPEG or PNG file.
Resources
Figure 3. If an object can still be formatted, it has not been flattened.
Group Shapes
If you are using multiple shapes together to convey meaning (e.g., building your own flow-chart or drawing shapes on top of an image to highlight certain elements), you can group them together before flattening. This allows multiple shapes to become one unified object, which can then be inserted as a single image in the main content layer. This helps streamline the reading experience for assistive technology users.
Figure 4. Shapes can be selected and grouped together. This helps streamline the experience for assistive technology users.
Place Flattened Shapes In Line with Text
Apply In Line with Text Wrapping to all images. This ensures that all content is read in the correct order for screen reader users. Images not set to In Line with Text may be placed on a separate layer, which can cause them to be skipped or read out of order by screen readers. Keeping images inline places them within the document’s reading order so that they are encountered at an appropriate time.
Provide a Descriptive Caption
All images should include a caption that briefly explains what the image shows. Place the caption directly above or below the image within the body of the document so it is accessible to all users. These captions provide context and help assistive technology users determine whether they need to access additional details, such as alternative text.
Figure 5. Descriptive captions should be added after shapes have been grouped and flattened.
Provide Alternative Text
Add alternative text (alt-text) to all images. Alt-text provides a text description of an image so users relying on screen readers can understand it’s purpose and content, even if they can’t see it! If shapes are being used to draw attention to something in an image, be sure to describe how the shape is being used.
Note: While Excel includes an alternative text field for images, it is not always reliably read by screen readers. To ensure accessibility, include the image description directly in the sheet body—ideally in Cell A1—so it is encountered immediately when the document is opened.
Figure 6. Alternative text can be added after shapes have been grouped and flattened. The description should indicate how the shape conveys meaning.
Icons
Icons follow the same accessibility considerations as shapes. They should be flattened and placed in line with text to ensure proper reading order.
Icons do not need a caption when used on their own, but they should still include alternative text. Because icons are often decorative, the alternative text should indicate this. Use alternative text like “Decorative, “ Null,” or “N/A.” Avoid using the Mark as Decorative option in Microsoft Office. When this option is used, the image will still be announced by screen readers, but there will be no accompanying description. This may cause confusion, as users may think that they are missing important information.
SmartArt
SmartArt is a tool in Microsoft Office that turns text into visuals like flowcharts, hierarchies, and diagrams. While it can make content more engaging and easier to understand, it can also introduce accessibility challenges. In most cases, avoiding SmartArt is the simplest way to improve accessibility.
If you choose to use SmartArt, please note that it is largely inaccessible in Microsoft Word and Microsoft Excel. While it can be converted into a flattened image with alternative text and a long description, these workarounds often fall short in clearly communicating the complex relationships or processes represented in a SmartArt graphic. In most cases, it’s best to present this information using standard text, lists, or tables. Doing so ensures that all users, including those using assistive technologies, can fully access and understand the content.
SmartArt in PowerPoint may be more accessible when used with care. Follow these best practices when using SmartArt: