# ODF Accessibility Checklist for ODF 1.0 and 1.1

This document is a checklist for making ODF 1.0 and 1.1 documents accessible. In this document, the following guidelines are referred to:

## ODF 1.0 Specification

- ODF 1.0 was approved as an OASIS standard on 1 May 2005, and it was also approved as the ISO/IEC 26300:2006 standard. It is available as the ODF 1.0 specification from the OASIS ODF Technical Committee page.

## ODF 1.1 Specification

- ODF 1.1 was approved as an OASIS standard on 2 February 2007. Some accessibility functions were added in this version. This newer standard is available as the ODF 1.1 specification from the OASIS ODF Technical Committee page.

## Accessibility Guidelines for Implementations of OpenDocument Format v1.1 (ODF Implementation Guideline)

- This document is a guideline for ODF 1.1 application developers. You can obtain it from the OASIS ODF Accessibility Subcommittee page.

In addition to the ODF guidelines, the following Web accessibility guidelines are referenced to show the corresponding items in each of the guidelines.

## WCAG 1.0

- Major Web accessibility guidelines published by the W3C Web Accessibility Initiative.

## Section 508

- U.S. federal law, which requires electronic information produced by the Federal Government to be accessible by people with disabilities.

## IBM Web Accessibility Checklist

- A checklist for making accessible web pages published by IBM.

## Checkpoints for Images

## Checkpoint 1.1

- Please provide an alternative text or a caption for each image. (If the image is only for decoration, please provide a space character)

#### Notes

Current OpenOffice.org does not support associating an image and its caption. In OpenOffice.org, please fix this problem by adding an alternative text.
Because current OpenOffice.org Calc and Impress do not support adding an alternative text for an image, this problem cannot be fixed in OpenDocument Spreadsheet (ODS) and OpenDocument Presentation (ODP) files.

### Related Specifications and Guidelines

- ODF 1.1 Specification, 9.2.15 Common Drawing Shape Attributes
- ODF 1.1 Specification, 9.2.20 Title and Description
- ODF Implementation Guideline, 3.2 Provision of alternative text versions of document content
- WCAG 1.0, 1.1
- Section 508 (a)
- IBM Guideline 1

#### Fix in OpenOffice.org Writer (Add alternative text):

In OpenOffice.org Writer, a preference dialog box is shown by double clicking on an image. After selecting the "Options" tab in the preference dialog, an alternative text string can be added in the "Alternative (Text only)" field.

#### Notes

The current version of OpenOffice.org does not support blank alternative text, so a space character should be used for a decoration image.

#### Fix in IBM Lotus® SymphonyTM (Add alternative text):

In IBM Lotus® SymphonyTM, right-click on an image, and select the option "Graphic Properties". After selecting the "Alternative Text" tab in the Graphic Properties dialog, an alternative text string can be added in the "Alternative Text" field.

#### Notes

The current version of IBM Lotus® SymphonyTM does not support blank alternative text, so a space character should be used for a decoration image.

#### Fix in IBM Lotus® SymphonyTM (Add caption):

In IBM Lotus® SymphonyTM, one of the right-click menu options for an image is "Add Caption". This option adds a caption to the image.

## Checkpoint 1.2 (ODF 1.1 or later)

- Consider providing a long description if the image is complicated.

### Related Specifications and Guidelines

- ODF 1.1 Specification, 9.2.20 Title and Description
- ODF Implementation Guideline, 3.2 Provision of alternative text versions of document content
- WCAG 1.0, 1.1
- Section 508 (a)
- IBM Guideline 3

#### Fix in IBM Lotus® SymphonyTM (Add long description):

In IBM Lotus® SymphonyTM, right-click on an image, and select the option "Graphic Properties". After selecting the "Alternative Text" tab in the Graphic Properties dialog, a long description string can be added in the "Long Description" field.

#### Notes

The current version of IBM Lotus® SymphonyTM does not support blank long description text, so a space character should be used if a long description is not necessary.

## Checkpoints for Tables

## Checkpoint 2.1

- Please provide table headers for each table.

### Related Specifications and Guidelines

- ODF Implementation Guideline, 3.1.6 Table navigation
- WCAG 1.0, 5.1
- Section 508 (g)
- IBM Guideline 10

#### Fix in OpenOffice.org:

In OpenOffice.org, right-click on a table, and select the option "Table" to set the table format. After selecting the "Text Flow" tab in "Table Format" dialog, table headers can be added by checking the "Repeat heading" option.

#### Fix in IBM Lotus® SymphonyTM:

In IBM Lotus® SymphonyTM, right-click on a table, and select the option "Table Properties" to set the table format. After selecting the "Rows and Columns" tab in "Table Properties" dialog, table headers can be added by checking the "Column header" or "Row label" option.

## Checkpoint 2.2

- Consider providing a caption for each table.

#### Notes

Current ODF does not support associating a table and its caption, please do not insert any lines between a table and its caption.

### Related Specifications and Guidelines

- Section 508 (g)
- IBM Guideline 10

#### Fix in OpenOffice.org:

In OpenOffice.org, one of the right-click menu options for a table is "Caption". This option adds a caption to the table.

#### Fix in IBM Lotus® SymphonyTM:

In IBM Lotus® SymphonyTM, one of the right-click menu options for a table is "Add Caption". This option adds a caption to the table.

## Checkpoints for Image Maps

## Checkpoint 3.1

- Please provide an alternative text for each image map area.

### Related Specifications and Guidelines

- ODF 1.1 Specification, 9.3.10 Client Side Image Maps
- ODF Implementation Guideline, 3.2.1 Image maps
- WCAG 1.0, 1.1
- Section 508 (a)
- IBM Guideline 2

#### Fix in OpenOffice.org:

In OpenOffice.org, one of the right-click menu options for an image is "ImageMap". This option opens the "ImageMap Editor". After selecting an area in the "ImageMap Editor", an alternative text can be added in the "Text" field.

## Checkpoint 3.2 (ODF 1.1 or later)

- Consider providing a long description for an image map area if the image is complicated.

### Related Specifications and Guidelines

- ODF 1.1 Specification, 9.3.10 Client Side Image Maps
- ODF Implementation Guideline, 3.2.1 Image maps
- WCAG 1.0, 1.1
- Section 508 (a)
- IBM Guideline 2

## Checkpoints for Graphic Objects

## Checkpoint 4.1 (ODF 1.1 or later)

- Please provide alternative text for each graphic object. (If the graphic object is only for decoration, please provide a space character.)

### Related Specifications and Guidelines

- ODF 1.1 Specification, 9.2.20 Title and Description
- ODF Implementation Guideline, 3.2 Provision of alternative text versions of document content
- WCAG 1.0, 1.1
- Section 508 (a)
- IBM Guideline 1

#### Fix in IBM Lotus® SymphonyTM:

In IBM Lotus® SymphonyTM, right-click on a graphic object, and select the option "Shape Properties". After selecting the "Alternative Text" tab in the Shape Properties dialog, an alternative text string can be added in the "Alternative Text" field.

#### Notes

The current version of IBM Lotus® SymphonyTM does not support blank alternative text, so a space character should be used for a decoration object.

## Checkpoint 4.2 (ODF 1.1 or later)

- Consider providing a long description if the graphic object is complicated.

### Related Specifications and Guidelines

- ODF 1.1 Specification, 9.2.20 Title and Description
- ODF Implementation Guideline, 3.2 Provision of alternative text versions of document content
- WCAG 1.0, 1.1
- Section 508 (a)
- IBM Guideline 3

#### Fix in IBM Lotus® SymphonyTM:

In IBM Lotus® SymphonyTM, right-click on a graphic object, and select the option "Shape Properties". After selecting the "Alternative Text" tab in the Shape Properties dialog, a long description string can be added in the "Long Description" field.

#### Notes

The current version of IBM Lotus® SymphonyTM does not support blank long description text, so a space character should be used if a long description is not necessary.

## Checkpoints for Hyperlink Text

## Checkpoint 5.1 (ODF 1.1 or later)

- When the link text is not meaningful, consider providing additional description about the link target by using hint text.

### Related Specifications and Guidelines

- ODF 1.1 Specification, 5.1.4 Hyperlinks
- WCAG 1.0, 13.1

#### Fix in IBM Lotus® SymphonyTM:

In IBM Lotus® SymphonyTM, select hyperlink text, and select the menu "Create" > "Hyperlink". A description string about the link target can be added in the "Description" field in the Hyperlink dialog.

## Checkpoints for Embedded Objects

## Checkpoint 6.1

- Please provide an alternative text or a caption for each embedded object. (If the embedded object is only for decoration, please provide a space character.)

#### Notes

Current OpenOffice.org does not support associating an embedded object and its caption. Please fix this problem by adding an alternative text.
Because current OpenOffice.org Calc and Impress do not support adding an alternative text for an embedded object, this problem cannot be fixed in OpenDocument Spreadsheet (ODS) and OpenDocument Presentation (ODP) files.

### Related Specifications and Guidelines

- ODF 1.1 Specification, 9.2.15 Common Drawing Shape Attributes
- ODF 1.1 Specification, 9.2.20 Title and Description
- ODF Implementation Guideline, 3.2 Provision of alternative text versions of document content
- WCAG 1.0, 1.1
- Section 508 (a)
- IBM Guideline 1

#### Fix in OpenOffice.org Writer (Add alternative text):

In OpenOffice.org, double-clicking on an embedded object opens the preference dialog box. After selecting the "Options" tab in the preference dialog, an alternative text string can be added in the "Alternative (Text Only)" field.

#### Notes

The current version of OpenOffice.org does not support blank alternative text, so a space character can be used for a decoration object.

#### Fix in IBM Lotus® SymphonyTM (Add alternative text):

In IBM Lotus® SymphonyTM, right-click on an embedded object, and select the option "OLE Object Properties". After selecting the "Alternative Text" tab in the Graphic Properties dialog, an alternative text string can be added in the "Alternative Text" field.

#### Notes

The current version of IBM Lotus® SymphonyTM does not support blank alternative text, so a space character should be used for a decoration image.

#### Fix in IBM Lotus® SymphonyTM (Add caption):

In IBM Lotus® SymphonyTM, one of the right-click menu options for an embedded object is "Add Caption". This option adds a caption to the embedded object.

## Checkpoint 6.2 (ODF 1.1 or later)

- Consider providing a long description if the embedded object is complicated.

### Related Specifications and Guidelines

- ODF 1.1 Specification, 9.2.20 Title and Description
- ODF Implementation Guideline, 3.2 Provision of alternative text versions of document content
- WCAG 1.0, 1.1
- Section 508 (a)
- IBM Guideline 3

#### Fix in IBM Lotus® SymphonyTM (Add long description):

In IBM Lotus® SymphonyTM, right-click on an embedded object, and select the option "OLE Object Properties". After selecting the "Alternative Text" tab in the OLE Object Properties dialog, a long description string can be added in the "Long Description" field.

#### Notes

The current version of IBM Lotus® SymphonyTM does not support blank long description text, so a space character should be used if a long description is not necessary.

## Checkpoints for Form Controls

## Checkpoint 7.1

- Please provide a label for each form control.

### Related Specifications and Guidelines

- ODF 1.1 Specification, 11.5.9 Label
- WCAG 1.0, 12.4
- Section 508 (n)
- IBM Guideline 7

#### Fix in OpenOffice.org and IBM Lotus® SymphonyTM:

In OpenOffice.org and IBM Lotus® SymphonyTM, the right-click menu for a form control includes a "Control" option. This opens the property box for the form control. After selecting the "General" tab in the property box, clicking the button next to the "Label Field" text box opens the dialog for setting the label field. By selecting the label field in "Label Field Selection" dialog, the form control can be labeled.

## Checkpoints for Navigation Order

## Checkpoint 8.1 (ODF 1.1 or later)

- Please confirm the navigation order is set properly in each presentation slide.

### Related Specifications and Guidelines

- ODF 1.1 Specification, 9.1.4 Drawing Pages
- WCAG 1.0 9.4

#### Fix in IBM Lotus® SymphonyTM:

In IBM Lotus® SymphonyTM, selecting the menu "Presentation" > "Object Navigation Order" opens the dialog for setting the tab order. By rearranging the order of the objects in the "Object Navigation Order" dialog, the tab order among graphic objects can be defined.

## Checkpoint 8.2

- Consider specifying a logical tab order among form controls.

### Related Specifications and Guidelines

- ODF 1.1 Specification, 11.5.15 Tab Index
- WCAG 1.0 9.4
- IBM Guideline 7

#### Fix in OpenOffice.org:

In OpenOffice.org, the right-click menu for a form control includes a "Control" option. This opens the property box for the form control. After selecting the "General" tab in the property box, clicking the button next to the "Tab order" text box opens the dialog for setting the tab order. By rearranging the order of the controls in the "Tab Order" dialog, the tab order among form controls can be defined.

#### Fix in IBM Lotus® SymphonyTM:

In IBM Lotus® SymphonyTM, the right-click menu for a form control includes a "Control" option. This opens the property box for the form control. After selecting the "General" tab in the property box, the tab order among form controls can be defined by setting the value of "Order" list box.

## Checkpoint 8.3

- Consider using the tab stop function of form control.

### Related Specifications and Guidelines

- ODF 1.1 Specification, 11.5.16 Tab Stop
- WCAG 1.0 9.4
- IBM Guideline 7

#### Fix in OpenOffice.org and IBM Lotus® SymphonyTM:

In OpenOffice.org and IBM Lotus® SymphonyTM, the right-click menu for a form control includes a "Control" option. This opens the property box for the form control. After selecting the "General" tab in the property box, set the value of the "Tabstop" list box as "Yes".

## Checkpoints for Compliance with ODF specification

## Guideline 9.1

- This file uses ODF 1.1 functions, but the ODF version of this file is saved as 1.0. Accessibility of this file is checked as ODF 1.1.

### Related Specifications and Guidelines

- ODF 1.1 Specification, 2.1.2 Document Root Attributes

#### Notes

OpenOffice.org 2.3.0 and IBM Lotus® SymphonyTM Beta 1 use ODF 1.1 functions, but save the ODF files as ODF Version 1.0.

# Related topics

- Installation guide for OpenDocument Accessibility perspective
- Exploring the OpenDocument Accessibility perspective
- Checking the accessibility and usability of a document in the Blind Usability View
- Checking the accessibility and usability of a document in the Low Vision View
- Checking how the slide show of a presentation file looks in a meeting room

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