Goal: Teach writers how to format and design documents so they are accessible and easy to navigate for people using screen readers.
Many people use screen readers to access written information. A screen reader is a tool that reads out text on a screen. It helps people who are blind, have low vision, or have reading difficulties.
To make your document easy to understand for screen readers, you need to follow a few important steps:
1. Use Headings Correctly
Use built-in heading styles (like Heading 1, Heading 2) instead of just making text bold or large. This helps screen readers know how your text is organized. It also lets users jump to different sections easily.
2. Write Alt Text for Images
Add a short description (called alt text) to each image. This tells the screen reader what the image shows. For example:
Alt text: “A smiling woman holding a recycling bin.”
If an image is just decorative, you can mark it as such so the screen reader skips it.
3. Use Simple Tables
Keep tables small and clear. Avoid merging cells or creating complex layouts, as they can disrupt the screen readers’ work.
4. Avoid Using Only Colour to Show Meaning
Screen readers can’t describe colours. If you use colour to highlight something (like red for “important”), make sure it’s also explained with words or symbols.
5. Check the Reading Order
Make sure text, images, and buttons appear in a logical order. Some software lets you preview how a screen reader will read your content.
Creating screen-reader-friendly documents helps make your text accessible. It’s an effective way to support inclusion and equal access to information.