Accessible Word (implementation guide)

Reference must be made to the objects used by explicitly naming and describing them in the existing text. Internal textual objects refer to texts, headings, footnotes, endnotes and text fields. External textual objects are, for example, hyperlinks. Graphical objects, on the other hand, include images, shapes, diagrams, tables, SmartArt and WordArt. All these objects may not only be referenced by their visual and auditory characteristics such as colour, size, shape, position, volume or pitch, but also require a clear designation in text form. It is advisable to give the object a meaningful name directly in the text, link to it and refer to it in the description.

For the accessibility of documents, it is important that textual or graphic objects are understandable regardless of a particular sensory characteristic, such as sight or hearing. Recipients who primarily use one sensory channel (visual or auditory) may otherwise not be able to perceive this information. For example, recipients with visual impairments or blindness may have difficulty understanding the content of objects if the content is only recognisable through visual features or descriptions. While recipients with hearing impairments or deafness may have difficulty forming a picture of an object based on descriptions that refer exclusively to acoustic features.

By clearly naming and describing textual and graphic objects, documents become accessible to all recipients and provide orientation.

If you want to write a precise reference for an internal or external textual or graphical object in Word, it is advisable to follow the steps below:

1. First, you should identify the object and make sure it has a clear and concise name. 
2. You should then describe the object in one or two sentences to convey its function and meaning. Use clear and precise language to avoid misunderstandings.
3. Next, it is advisable that you add a unique identifier, such as a number or letter, to clearly identify the object. This is particularly important if you refer to several objects on the slide.
4. Once you have the clear labelling and description of the object, you can insert the reference into the text. Use the labelling and description to make your reference clear and precise.

The following list contains recommended formulations for textual references to objects in Word:

1. As shown/visible in the table/figure [number]...
2. As shown in [author(s), year]...
3. As described/mentioned in [slide title, page/paragraph number]...
4. As noted in [name of study, year]....
5. As shown/mentioned in the previous [table/figure, section]...
6. As shown in the data/results of [study name, year]...
7. As mentioned/said in [author(s), year, page/paragraph number]...
8. As mentioned/explained in the [section or chapter number]...
9. As can be seen in the red sphere [placement of the sphere on the slide]...