Text boxes

Return to the video alternative.

Text boxes

Text boxes are not read aloud by some screen readers. There are two options:

  • Use a border and positioned text
  • Provide an ALT attribute to the text box

Option 1: Use a border and positioned text

This is the most accessible of the two options.

  1. Write the required text.
  2. Under the ‘Home’ tab use the ‘Indent’ option to indent the text as required. Alternatively, you can use the Columns feature (for more information see the section on Column formatting).

The indent options found in the home tab in the paragraph section.
Figure 36: The Indent option
  1. Select the required text.
  2. Under the ‘Home’ tab, select the Border option and select ‘Outside Borders’.

The borders dropdown which is circled found in the paragraph section of the home tab.
Figure 37: Create a border
  1. To modify the colour and weight of the border select ‘Borders and Shading’.
  2. Do not choose any of the dotted line options, as these are converted to images without alternative text when saving as PDFs.

The borders and Shading options. The Setting 'Box' is circled with a plain line style being applied to Paragraphs.
Figure 38: Create a border
  1. Under ‘Setting’ select ‘Box’.
  2. Select a relevant colour from the ‘Color’ option. For example, red is an appropriate colour for a warning.
  3. Select a relevant weight from the ‘Width’ option. To make the border appear like a text box a width larger than 1 ½ pt is recommended.
  4. To change the spacing between the border and the text select the ‘Options’ button.

The Borders and Shading box with the 'Borders and Shading options' selected which gives you more specific options to change the widths of the borders by each line.
Figure 39: Border and Shading Options
  1. To make the border appear like a text box change all options (‘Top’, ‘Bottom’, ‘Left’ and ‘Right’) to 14pt.

Option 2: Provide an ALT attribute to the text box

  1. Copy the text in the text box.
  2. Right click the text box and select ‘Format shape’.

The options from right selecting the text box. The last option in the list is circled - Format Shape.
Figure 40: Right click the text box
  1. Select ‘Alt text’.

The format shape window with the last option in options circled - Alt text.
Figure 41: Format shape dialog box
  1. Add the alternative text to the ‘Description’ field only; the title is not required.