Embedded Objects in Word Documents

Embedded objects include files, charts, spreadsheets, and other content inserted into your Word document. These objects must be accessible to screen reader users.

What This Means

When you embed objects like Excel charts, PDFs, or other files in a Word document, those objects need alternative text and the embedded content itself should be accessible.

Why It Matters

• Embedded content may be inaccessible if not properly described
• Screen readers need context about what the embedded object contains
• Interactive objects must be operable without a mouse
• File attachments should have accessible alternatives

Common Violations

DOCX-09-001: Embedded Object Is Not Accessible {#DOCX-09-001}

What's Wrong: An embedded object (OLE object, embedded file, or linked content) doesn't have alternative text, or the embedded content itself is not accessible.

Impact: Serious - Screen reader users cannot understand or interact with the embedded content.

Types of Embedded Objects:

1. OLE Objects - Excel spreadsheets, PowerPoint slides, Visio diagrams
2. Embedded Files - PDFs, images, documents
3. Linked Objects - Content that updates from external sources
4. ActiveX Controls - Interactive elements (less common)

How to Identify:

• Look for objects that were inserted via Insert > Object
• Check for icons representing embedded files
• Look for content that appears as a single block

How to Fix:

Add Alternative Text to Embedded Objects:

1. Right-click the embedded object
2. Select Format Object or Edit Alt Text
3. In the Alt Text field, describe:
   • What the object is
   • What information it conveys
   • Why it's included in the document
4. Click OK

Make the Embedded Content Accessible:

For embedded Excel charts/tables:

1. Double-click to edit the embedded content
2. Ensure the Excel content follows accessibility guidelines
3. Add chart titles and data labels

For embedded PDFs:

1. Ensure the source PDF is accessible
2. Consider extracting content and including it directly in Word
3. Add comprehensive alt text describing the PDF content

For embedded images:

1. Add descriptive alt text
2. Consider using Word's native image insertion instead

Best Practices for Embedded Content

Consider Alternatives to Embedding

Instead of embedding, you might:

• Include the content directly - Copy and paste data as a Word table
• Link to external files - Provide a link with descriptive text
• Summarize the content - Add a text description of key information
• Attach files separately - Include as email attachments rather than embedded

When You Must Embed

If embedding is necessary:

1. Add comprehensive alt text - Describe the object's content and purpose
2. Provide a text alternative - Include the key information in document text
3. Ensure source accessibility - Make the original file accessible before embedding
4. Test with assistive technology - Verify screen readers can access the content

Specific Object Types

Embedded Excel Content

To embed accessible Excel content:

1. In Excel, ensure the chart/table has:
   • Chart title and axis labels
   • Table headers defined
   • Good color contrast
2. Copy and paste with Paste Special > Microsoft Excel Worksheet Object
3. Add alt text describing the data

Better alternative: Copy as a Word table or static image with alt text

Embedded Visio Diagrams

1. Export the Visio diagram as an image
2. Insert the image in Word
3. Add comprehensive alt text describing the diagram
4. Consider providing a text description of the process/flow

Embedded Media

For embedded audio or video:

1. Provide captions for video
2. Provide transcripts for audio
3. Add alt text describing the media content
4. Consider linking to external accessible media instead

Document Inspector for Embedded Objects

Check for embedded content:

1. Go to File > Check for Issues > Inspect Document
2. Select Embedded Documents
3. Review results for any embedded content
4. Ensure each item has appropriate accessibility features

When Embedding Is Problematic

Some scenarios make embedding particularly problematic:

• Interactive content - Forms or calculators that require input
• Large datasets - Better as linked external files
• Frequently updated content - Use links instead of static embeds
• Complex diagrams - May need extensive text alternatives

Best Practices

Do:

• Add descriptive alt text to all embedded objects
• Ensure embedded content is accessible before embedding
• Provide text alternatives for complex content
• Consider direct inclusion instead of embedding

Don't:

• Embed content without alt text
• Embed inaccessible source files
• Use embedding when linking would work better
• Assume embedded content is automatically accessible

Additional Resources

• Microsoft: Insert an object in Word
• W3C WCAG 1.1.1 Non-text Content
• W3C WCAG 4.1.2 Name, Role, Value