2. Document

Content: Main Language, Document Title, Table of Contents, Header and Footer, Footnotes, Endnotes, and Cross-References.

2.1 Main Language

The main language of the document matches the language set for spell-checking.

Further information

What does this mean?
It is important that the language set for spell-checking in Word matches the language primarily used in the document. In this Word document, for example, the main language is set to German, which means that spell-checking is also carried out in German. If several languages are used in a document, the language for specific sections or words can be changed manually to ensure that spell-checking works correctly (see 3.1).

Why is this important?
It is important that the main language of the document matches the spell-check language so that the document is pronounced correctly by text-to-speech software. Otherwise, the document may be difficult to understand for users with reading difficulties, learning difficulties, or visual impairments who rely on screen readers or text-to-speech software to access the content. If the actual language does not match the spell-check settings, this may lead to incorrect pronunciation by screen readers or text-to-speech software, which in turn may cause the content of the document to be misunderstood or its meaning to be distorted.

How can you implement/check this?
There are different ways to adjust the main language of a document, depending on whether you are using Mac or Windows.

Mac
On a Mac, the default main language is usually based on the language settings used during installation.

Windows

1. Click the Review tab in the ribbon.
2. Select the Language button.
3. Click Set Proofing Language.
4. If you frequently use certain languages, you can create a style to save time.
5. Run the spell check from the Review tab.
6. If the language is correct and no unexpected spelling errors are displayed, the main language of the document matches the spell-check language.

It is advisable to create styles for frequently used languages in order to save time. To check the selected main language, run the spell check from the Review tab.

2.2 Document Title

The title is stored in the metadata, is meaningful and easy to understand, and corresponds to the first heading in the document.

Further information

What does this mean?
It is important to make the title of a document easy to understand and meaningful. This means that the title should be phrased in clear and concise terms that accurately reflect the content of the document. The title should enable readers to recognise quickly what the document is about and what purpose it serves. This title must also be stored in the metadata in order to make it easier for users to identify and organise the document.

Metadata is information that describes or identifies a document and is usually invisible to viewers. It includes various properties, such as the title, the author, the creation date, the file format, and the file size. Keywords or tags can also be used as metadata to describe the content of the document and make it easier to find later for searching or archiving.

Why is this important?
A meaningful and easy-to-understand title stored in the metadata makes it easier for users who rely on screen readers or text-to-speech software to navigate and access a document. Users with visual impairments or learning difficulties often cannot scan a document visually to determine whether it is relevant to them. Instead, they rely on screen readers or text-to-speech software to understand the content. A meaningful and easy-to-understand title can help them grasp the content of the document quickly and decide whether the text is relevant to them.

An example of a meaningful and easy-to-understand title would be Guide to Document Accessibility. This title gives readers a clear idea of what the document is about. A poor title, by contrast, would be simply Accessibility. This title is too general and does not tell readers clearly enough what the content of the document is. It may therefore lead to confusion and a considerable waste of time for users of screen readers and text-to-speech software.

How can you implement/check this?
Depending on your operating system, there are different ways to enter a document title in the metadata:

Mac

1. Click File.
2. Click Properties and open the Summary tab to access the metadata.
3. Enter the title in the field provided.

Windows

1. Click the File tab.
2. Click Info.
3. Enter the title in the field provided.

To check whether the title has been stored correctly in the metadata, click Info and review the details. You can also go through the document and make sure that the first heading corresponds to the title stored in the metadata.

Ultimately, you must decide for yourself whether a title is meaningful. However, keep in mind that the decision to read a document is often made on the basis of the title alone.

2.3 Table of Contents

Longer documents include a table of contents at the beginning.

Further information

What does this mean?
For longer texts or documents, a table of contents should be created to provide an overview of the chapters and sections of the document. A table of contents is a list of the chapters or sections of a document. It gives readers an overview of the content and structure of the document and makes it easier to find specific topics or sections. Normally, the table of contents is placed at the beginning of the document and indicates the page number on which each section begins.

It is advisable to create the table of contents using Word’s built-in functions, as it can then be updated quickly when changes are made to the document. This enables readers to access specific sections of the document quickly and easily via the hyperlinks within the table of contents.

Why is this important?
A table of contents is extremely valuable for users who need a clear structure in order to find their way around a longer document. It is an essential tool for orientation and navigation within a document and can save readers the time-consuming task of searching for relevant information.

How can you implement/check this?
If a table of contents is present in a document, it should ideally be formatted as a separate element within the document. To check this, simply click anywhere within the table of contents. A border should appear around it. In addition, a button labelled Table of Contents or something similar should appear.

If there is no table of contents, you can generate one automatically. To do this, follow these steps:

1. Click at the point in the document where you want the table of contents to be inserted.
2. Click References in the ribbon and then Table of Contents.
3. Select the desired table of contents format.

Please note that, for the table of contents to be generated correctly, the headings in the document must be created using the appropriate styles, and the table of contents must be updated again once the document is finalised (see 5.1).

2.4 Header and Footer

The header and footer are created using the appropriate styles and do not contain any relevant information. Page numbers are permitted.

Further information

What does this mean?
Headers, footers, and page numbers in Word are important orientation elements, but they should not contain any relevant information. Instead, they may contain recurring elements such as the date or title.

If headers and footers are used, they should be created using appropriate styles in order to ensure that all headers and footers in the document have the same properties, such as font, font size, and font colour.

Why is this important?
It is important to keep headers and footers free of relevant information because screen readers and text-to-speech software often do not read out information in headers and footers, meaning that important information may be missed. If headers and footers are read out, this can disrupt the reading flow because they are repeated on every page.

Using consistent formatting for headers and footers is also important because it ensures that they can be identified quickly and easily. In addition, consistent formatting helps ensure that changes made to a header or footer are applied throughout the document. If headers differ from page to page, this may be confusing for users of screen readers and text-to-speech software.

How can you implement/check this?
To set headers and footers in Word documents, proceed as follows:

1. Click Insert and then Header or Footer.
2. Select Edit Header or Edit Footer. You should then be able to access and edit the information stored there.
3. If this is not possible, it may indicate that the header or footer was not created correctly.
4. You can also double-click in the relevant area at the top or bottom of the document to open the header or footer and enter the desired text.

When editing the header or footer, make sure that it does not contain any information that is essential for understanding the content of the document.

You can also use the functions Word provides under References (see 2.5).

2.5 Footnotes, Endnotes, and Cross-References

Footnotes, endnotes, and cross-references are created using the functions Word provides under References.

Further information

What does this mean?
Footnotes, endnotes, and cross-references are features in Microsoft Word that can be found under the References tab. Footnotes are short notes displayed at the bottom of a page, while endnotes are displayed at the end of the document. Cross-references are links to other parts of the document, such as page numbers or headings. These features enable readers to access additional information on a specific topic and better understand the content of the document.

Why is this important?
When footnotes, endnotes, and cross-references are used, they should be created using Word’s built-in functions in order to ensure the correct reading order and consistent references within the document. This is particularly helpful for users who rely on screen readers or text-to-speech software and improves the readability and comprehensibility of a document, especially for people who have the document read aloud and navigate using only the keyboard.

Without using the References functions in Word, it can be difficult to ensure consistent and readable formatting of footnotes and cross-references. This can create difficulties for someone trying to read or edit the text, especially if they have a visual impairment or motor impairment. For example, if footnotes and cross-references are not numbered consistently or appear in different places on the page, it may be difficult for that person to find and read them.

How can you implement/check this?
To use footnotes, endnotes, and cross-references in a Word document, proceed as follows:

1. Place the cursor at the point in the text where you want to insert the footnote or cross-reference.
2. Click the References tab and select the appropriate option: Insert Footnote, Insert Endnote, or Cross-reference.
3. Enter the text of the footnote, endnote, or cross-reference and format it as required.
4. If you want to create a cross-reference, select the text or location you wish to refer to and click Cross-reference.
5. Select the desired reference type, for example page number, heading, or figure, and click OK.