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Microsoft Word FAQs

How Do I Make a Chart or Graph 508 Compliant in MS Word?

You must first convert the Chart or Graph to an image and insert it into the file as a "Picture From File".

The Issue

Section 508 requires that all images in a Word document must have Alternative Text. Tests have shown that Alternative Text on some image choices in Word, such as a Chart or Graph, are not recognized by a text reader and therefore do not meet the requirement of providing Alternative Text.

This short guide will demonstrate how to insert any type of visual information into your Word document as a Picture from File.

The Goal

The goal is to insert a chart or graph (or any other visual information) as a Picture from File. To do this we will use a workaround method of capturing the information as a picture, saving the picture in a known picture format (JPEG), and inserting it into the document as a Picture from File.

Before we get started

In this example we will use two instances of Word and one instance of Microsoft Paint to achieve our goal. The names for these instances will be Final, Doc 1, and Paint. The non-compliant image type that will be demonstrated for conversion will be a Chart from MS Word.

Instance Roles:
  • Final : Our Final document where we want to insert the “Picture from File”
  • Doc 1: The temporary document where the chart will be created for taking the Print Screen
  • Paint: Where we will paste the Doc 1 Print Screen, Crop, and Save As a Picture (JPEG)

Note: The Doc 1 role could be played by any other application that contains visual information you would like to convert to a picture format.

The Step-by-Step Process

  • Open your Final document, Doc 1, and Paint.
  • In Doc 1:
    • Select Insert | Picture | Chart
  • Edit the chart as needed and modify the size, color, etc. to exactly the way you want it to appear in your Final document.
  • You may want to maximize the Doc 1 window, move the blinking cursor away from the chart, etc.
  • Remember that the Print Screen function will capture an image of the screen exactly the way it appears at that moment.
  • Press the Print Screen key on your keyboard. The full screen image is now saved to your clipboard.
  • In Paint:
    • Select Edit | Paste and you will see a full screen image of your desktop including the chart inside the Word application.
    • Click on the Select Tool.
    • Carefully use the Select Tool to outline the chart.
    • Select Edit | Cut.
    • Select File | New.
    • When prompted to Save Changes to Untitled select No.
    • In the new Paint window select Edit | Paste.
    • Select File | Save As, choose the desired folder, make sure the file format is JPEG and click Save.
  • In Final:
    • Place your cursor where you would like to insert the new picture of your chart.
    • Select Insert | Picture | From File.
    • Browse to and select your chart picture and click Insert.
    • You should now see the chart picture in the Final document

The process of inserting a chart as a picture from file is complete. This process can be repeated for any type of image you would like to capture (Excel, PP, etc.). Always remember to format your document images according to Section 508 requirements including Alternative Text, Align with Text, and Descriptive Text or any other requirements listed on the HHS Section 508 Acceptance Checklist for Word.

Additional Notes:
  • The Print Screen function of MS Windows captures a “Screenshot” of everything on the screen. In most cases the Print Screen will need to be cropped before inserting it into your document. For this reason there are third party applications commonly referred to as Screen capture software that will allow you to perform more advance screenshots and reduce the time spent editing your images. Your organization may not approve the installation of certain applications. Please contact your IT department for more information about their policies on software installation.
  • Screen capture applications can be found in both free and licensed versions for download on the internet. When selecting any third party software always choose reputable and/or secured sites for downloads and purchases.

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Last Update: 04/24/2009