PowerPoint specific checks
# | Issue Type | Description | Impact on PDF | Wrong tag structure in PDF | PDF validator error |
1 |
Picture has no alternative text |
Picture is missing an alternative text or its text is generated by Microsoft Office. | Picture is missing an alternative text or its text is generated by Microsoft Office. | No | Yes |
2 | Document has no title | Document title is not defined, do not confuse with file name. | Document title outlines the document topic / subject. When missing, a screen reader might read up a file name that does not necessarily gives a meaning. | No | Yes |
3 | No explicit table formatting | Table has no Header Row and no First Column defined in the Table Style Options. | No direct impact. Wrong practice. | No | No |
4 | Table has header row but not repeating | Table’s header does not repeat on page break. | If a table breaks across pages and the table contains a header row that is not repeating, a screen reader will read it incorrectly. This is inappropriate as the PDF will see it as two separate tables, where it is only the first one that has a header row. | Yes | No |
5 | Table allows row to break across pages | Rows in a table can break across pages. | If a table is breaking across pages, it may break content in a cell across the pages as well. This is inappropriate as a screen reader will understand this cell as two separate cells and by that reading it incorrect. | Yes | No |
6 | Table has empty cells | Empty cells in a table. | If one leaves an empty cell, a screen reader cannot understand that this cells was left out empty. Therefore, it will read the next value for the following header value. | No | No |
7 | Document contains multiple languages | Document contains multiple languages but no default language on Normal style. | Defining a default language in the document is important for the accessibility. Therefore, one language must be specified to enable screen readers to switch the appropriate language, allowing correct pronunciation of content in different languages. | No | No |
8 | Reference to a non-existing bookmark | Broken cross reference. | A person with visual disabilities will not be able to jump to a specific place in a PDF. Bookmarks / cross references help the user to coordinate the flow and navigate in a document. In this way, bookmarks assist all users in using the document without having to read through the entire document and to find information easily. | No | No |
9 | First heading level is not outline 1 level (heading 1) | First style that is used in a document is not of Outline 1 style. | It is necessary to follow the document structure to ensure that users can navigate through content in a logical order that is consistent with the meaning of content. | Yes | No |
10 | Unexpected heading level | Wrong heading structure. | The outline level must follow the structure and always with one level. This means, the outline level should never go from e.g. 1 to 3 and then to 2. | Yes | Yes |
11 | Styles not used in document | Styles are not used in a document. | Styles define the structure in a document and make sure that a PDF contains the correct tags. To read the text in a document and present it in a way that makes sense to a user, a screen reader requires that the document is structured. Such tags in a PDF define the reading order and identify headings, paragraphs, sections, tables and other page elements. | Yes | Depends (PAC = NO) |
12 | Annotation has no alternative text (hyperlink) | Hyperlinks or other annotations have no ScreenTip text. | It is important to provide an alternative description for hyperlinks / annotation. A screen reader will read it out loud instead of reading a hyperlink. | No | Yes |
13 | Tables Title, Description and Caption is empty | One of these: Title, alt text (description) and caption is not filled out. | This needs to be provided for tables as the reader will need it to make sense of the table. If it has title and description we put title in front of description. If it has only description it is ok. If it has only caption we put the caption into description. | No | No |
PowerPoint specific checks | |||||
14 | Missing heading | Slide has no heading. | It is important for the user to know about existing slide context or whether the context has switched. If headings are blended with a normal slide text, a reader can get confused. | No | No |
15 | Slide contains insufficient textual content | The active slide might be a title or divider slide. | No impact on PDF. | No | No |
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