- In order for images to be tagged correctly in an exported PDF file, the images need to be anchored and captions created. Let's take a look at how to do this, as well as some things to consider during the process. So I'm going to scroll down to the introduction section of this document. And I'm going to show you how to drop an image into Word so that it appears correctly. So I'm going to come up to the Insert menu here, and I'm going to choose Pictures, and I'm going to navigate to the Exercise Files folder in Chapter 4, 04_08.
And here I have this group shot, that .jpg image. So I'm going to go ahead and insert that into Word. Now, I did this to kind of show you that by default it's going to be inserted wherever your cursor is located. So you always want to pay attention to that because even though you're on a particular page, it could get inserted somewhere totally different. So, let's do that again. I'm going to scroll down to Introduction and this time I'm just going to kind of put my cursor in the area where I want this inserted. And we'll go to Insert, Pictures, and I'll grab this group shot again.
And now you can see it's positioned at the location of my cursor. Now, by default, it' positioned what's called "In Line." And, once again, I'm using Word 2013 and when I'm using this version of Word you can see I get this icon over here where I can click on this and choose how I want the image to behave within the text. So, as I said before, by default this is positioned what's called "In Line" and that means it's positioned in line with the text. Now, I do want to point out that in previous versions of Word, it was required that you position your images in line.
Otherwise, they would often appear at the very bottom of your tagging structure in the PDF file. And it would require you to manually drag those tags to the correct position in the hierarchy, which was inconvenient at best. So, what we could do now, Word 2013 has made some significant improvements. But what I want to show you is the best way to insert an image in line, if you still need to do that is... I'm going to go ahead and delete this for now. What you want to do is create an empty return for it, so that when you insert that image, it will get positioned in line, as indicated right here, but it gives you a little bit more flexibility because you can scale this up or down if you want to and it'll appear between paragraphs of text.
Okay, so that's how we position an image in line. Now conversely, what we can do, I'm going to delete that empty return, put my cursor here, and we'll insert that image again. And instead of positioning it in line, I'm going to go ahead and wrap the text. You see we have different wrapping options here that we can choose. So I'm going to just choose this first one which is a square wrap and this literally allows me to position this wherever I want to and it'll wrap the text around it.
So if you want to scale this up or down, you can drag one of the corners. I'll make this a little bit bigger. There we go. And now you have your image and it's still going to be anchored at this location. But it can be positioned freely wherever you want it to appear. Now, what we can also do is add a caption to this image. So to do that, we can go ahead and right click on this image, and I'm going to choose Insert Caption... And in this caption dialog, you have a lot of options to choose from.
More than likely, when you get into this dialog, this check box is going to be unchecked. And basically, when you create a caption, it wants to provide a Label, whether it be Equation, Figure, or Table, and it also wants to number it. Now unfortunately, even if we go to numbering, there's no option to just not include a number which is somewhat of an annoyance here. However, we can fix it a little bit later. So, I'm going to go ahead and Exclude the label from the caption, and in the caption here, I'm going to go ahead and type what I want the caption to say, so I'm going to type here, "Team meeting, London Office." And when I click OK, you can see that I can choose to put the caption Below selected item or Above the item, whichever you choose is fine.
And we'll go ahead and click OK. And now we can see that, that caption has been added below that image. Now let me zoom in on that a little bit. And I want to point out that even though the number is there, I can, after the fact, go in and delete the number. So if you don't want the number to appear, you can go ahead and delete that. So I'm going to scroll down to the next image and we're going to add a caption to this one. And again, I'm probably going to reposition this image. I don't really like where that is falling. So maybe we'll bring this down right about there, right click, and choose Insert Caption..., and let's go ahead a put another caption here.
This is the Home Loan Branch and that's in the Chicago Office. So go ahead and click OK. The caption has been added. We'll go ahead and remove that number, we don't need that. And then we have one more image in this document. Move down here. Once again, I'll probably reposition this to a new location. Maybe in the Holidays section here, that's pretty good. And you can even use the arrow keys to nudge the image if you want to fine-tune it. And we'll right click and choose Insert Caption...
And then I'm going to type another caption for this one. This is called the "Bott Plott Community Garden," and that's in Cheyenne, Wyoming. So we'll go ahead and click OK, again, remove that number and now we've added captions to all those figures. So, let's take a look at what this looks like. I'm just going to do a Save As on this file and I'll go ahead and put that in my Exercise Folder. I'm just going to call this "Anchor_finish." That's my modified version there. And then, once again, at the Acrobat tab, I'm going to click Create PDF and we'll just call this "Anchor." And I'll go ahead and save that PDF file.
So if I navigate down to my first image, what I'll do is just select some of that text, and open my Tags pane, and find the tag from the selection, and you'll be able to see how this is structured here. So what happens, if you look at this closely, we have a text box and then right below it is the figure. And, although you might be inclined to move this around, this is a bit of a subjective decision. But I kind of like how word does this because, from a screen reading perspective, the caption is going to be read before the figure which honestly makes a lot more sense.
Even as a sited user we tend to do the same thing, right? We'll read the caption and then we can kind of analyze the photo. But it's a nice logical structure that gets created here, it's at the proper location. We can see here's that first paragraph, then the figure get's read, or the caption then the figure, and then it continues reading the text. So you can see it puts it in the correct location, it tags it properly, and, as you can see, Word 2013 does a pretty good job of tagging anchored images correctly.
- Understanding the experience of users with visual impairments
- How to know if a PDF is accessible
- Setting up Acrobat DC
- Tagging content, including lists and tables
- Adding metadata, bookmarks, and alt text
- Generating a PDF with Microsoft Word
- Creating accessible PDFs from PowerPoint, Excel, and InDesign
- Controlling tab and reading order
- Adding cross-references and tables of contents