3. Text

Content: Language Changes, Font, Emphasis, Line Spacing, Text Alignment, Paragraphs, Page and Column Breaks, Inserting Columns, Creating Lists and Bulleted Lists, Text Contrast Ratio.

3.1 Language Changes

Text passages that differ from the main language are marked with the appropriate language (language change).

Further information

What does this mean?
If a document is written in more than one language, it is important to identify the passages that differ from the main language accordingly.

The main language of a document is the language used most frequently in the document and the one that best describes its content. Defining the main language is important because it determines which spell-checking, grammar-checking, and other language-specific functions are used.

A language change refers to changing the language setting for a specific section or word in a document if it differs from the main language. If sections or words in another language are used within a document, for example in quotations, foreign-language terms, or multilingual documents, they must also be marked with the appropriate language.

Why is this important?
Marking language changes is important for document accessibility because it helps users who rely on text-to-speech software or screen readers to understand the text more easily.

If a person uses a screen reader or text-to-speech software to read a document, they may have difficulty recognising and understanding passages that differ from the main language, because screen readers and text-to-speech software do not automatically detect language changes and their pronunciation is based on the language setting that has been applied.

Marking language changes therefore enables screen readers and text-to-speech software to use the correct pronunciation.

How can you implement/check this?
In Word, you can mark language changes as follows:

1. Select the text that is written in another language.
2. On Windows, go to the Review tab and click Language. On a Mac, go to Tools and then Language.
3. On Windows, choose Set Proofing Language and select the language in which the text is written. On a Mac, select the appropriate language directly.
4. Repeat this process for all passages written in another language.

Alternatively, you can also change the language using the Language function in the status bar below the document.

3.2 Font

The font is sans serif, for example Arial or Helvetica, and neither too bold nor too thin.

Further information

What does this mean?
It is advisable to choose a sans-serif font that is neither too bold nor too thin in order to ensure optimum readability. The main aim is to make individual letters and words easy to recognise and distinguish.

Serifs are small decorative elements or lines attached to the ends of letters. Sans-serif fonts have clear, smooth lines and appear moderner and plainer than serif fonts.

It is important that the stroke width of fonts is between 10% and 20% of the x-height in order to ensure sufficient contrast. Sans-serif typefaces with only slight differences in stroke thickness are particularly suitable and generally correspond to the font weights Normal or Regular. Light and bold font weights, as well as typefaces with a high contrast in stroke thickness, should be avoided, especially when used for the entire text.

Why is this important?
Sans-serif fonts are easier to read, particularly for people who have difficulty following the flow of text or recognising and reading it. Serif fonts, for example Times New Roman, can make letters appear to blur into one another or become harder to read for some users, because the serifs create greater variation in letter shapes. In addition, fonts that are too thin or too bold can impair readability, especially for people with visual impairments.

How can you implement/check this?
When selecting fonts suitable for users with visual impairments, you should consider recognisability, distinguishability, the openness of characters, and low stroke contrast. Different font classifications and design principles can influence these factors. Recommended fonts therefore include: Arial, Calibri Regular, Helvetica, Lucida Sans Regular, Verdana Regular, Noto Sans Regular, Open Sans Regular, Source Sans Pro Regular, and Fira Sans Regular.

To set a sans-serif font:

1. Select the entire text or the section in which you want to change the font.
2. Click the Home tab in the ribbon.
3. Select a sans-serif font from the font drop-down menu.

3.3 Emphasis

Emphasis using capital letters, italics, bold, underlining, or text effects such as gradient fills, glow effects, or text outlines is used sparingly.

Further information

What does this mean?
Highlighting text using capital letters or text effects such as colour gradients, glow effects, or text outlines should be used sparingly. In addition to capital letters, such emphasis may also include italic text, bold text, underlined text, and text effects such as shadows, soft edges, reflections, or a glowing appearance. These forms of emphasis should be limited to individual words at most so as not to disrupt the reading flow and to maintain a clear structure. It is also important to ensure that the font is sans serif and neither too bold nor too thin, as described in section 3.2.

Why is this important?
Emphasis created through capital letters or eye-catching text effects can disrupt the flow of reading and impair the readability of the text. For example, if important information is marked using various effects such as glow effects, colour gradients, and other forms of emphasis, this can distract readers from the actual content. However, a clear structure and accessible readability are particularly important for users who have difficulty following the flow of text or recognising and reading it. In addition, too many effects and highlights can be overstimulating.

How can you implement/check this?
To check the text for emphasis, proceed as follows:

1. Review the document.
2. Look for text passages that have been emphasised using bold, italics, or coloured highlighting.
3. Consider whether the formatting used actually adds value to the understanding of the document content.
4. Select the text that should no longer be italicised or underlined.
5. Click the I button for italics and/or the U button for underline in the formatting toolbar to remove those formats.

3.4 Line Spacing

Line spacing is set to 150%.

Further information

What does this mean?
In Word, line spacing refers to the vertical distance between the lines in a paragraph. For good readability, line spacing should be 150% of the font size. However, in order not to disrupt the reading flow, the spacing should not be disproportionately large either.

Why is this important?
Line spacing that is too small can impair readability and cause visual strain. The eyes may have difficulty focusing on the next section of text, which can lead to slower reading and a higher error rate. In addition, small line spacing can cause greater eye strain and fatigue, especially in longer texts.

Sufficient line spacing of 150% helps users who have difficulty reading or concentrating to follow the flow of the text and understand the content more easily. It also contributes to a clear text structure. Appropriately generous line spacing makes it easier for the eyes to find the beginning of the next line.

How can you implement/check this?
There are different ways to set line spacing to 150%, depending on whether you are using Mac or Windows.

Mac

1. Select the section of text whose line spacing you want to check.
2. Right-click the selected text and choose Paragraph.

Alternatively:

1. Select the section of text whose line spacing you want to check.
2. Click the Home tab.
3. Click Line and Paragraph Spacing.
4. Select Line Spacing Options.

Then proceed as follows:

1. In the Paragraph window, open the Indents and Spacing tab.
2. Under Line spacing, check whether 1.5 lines is selected.
3. If it is not selected, choose the appropriate option and set the value to at least 1.5.
4. Click OK to save the changes.

Windows

1. Select the section of text whose line spacing you want to check.
2. Click the Home tab.
3. Click Line and Paragraph Spacing.
4. Select Line Spacing Options.

Alternatively:

1. Select the section of text whose line spacing you want to check.
2. Right-click the selected text and choose Paragraph.

Then proceed as follows:

1. In the Paragraph window, check the line spacing settings.
2. Make sure that 1.5 lines or an equivalent value is selected.
3. If the current value is lower, increase it accordingly.
4. Click OK to save the changes.

To check line spacing, you can also select a paragraph and click the Line and Paragraph Spacing button in the Paragraph group on the Home tab. There you can view and adjust the current setting if necessary.

Alternatively, you can enable paragraph marks in your word processor to make paragraph structure and spacing visible.

3.5 Text Alignment

The text is left-aligned.

Further information

What does this mean?
Left-aligned text is aligned with the left-hand margin of the document. This means that all lines begin at the same vertical line on the left, while the line endings vary on the right.

Left alignment is the default setting in most word-processing programs, such as Microsoft Word or Google Docs, and is commonly used for body text such as articles, reports, or letters.

Why is this important?
Left-aligned formatting helps users who have difficulty following the flow of text because all lines begin at a common left margin and are therefore easier to follow. If lines have different lengths, it is easier for the eyes to move from one line to the next. Since justified text can create irregular word spacing and more frequent hyphenation, especially in narrow columns, left-aligned text is preferable.

How can you implement/check this?
In Microsoft Word, alignment can be set via the Home tab and the Paragraph group. There, the alignment can be set to Align Left.

To check this, proceed as follows:

Mac

1. Select the section of text whose alignment you want to check.
2. Right-click the selected text.

Alternatively:

1. Select the section of text whose alignment you want to check.
2. Click the Home tab.

Then proceed as follows:

1. Select Paragraph from the context menu.
2. In the Paragraph menu, click Indents and Spacing.
3. In the window that opens, check the selected alignment. It should be left-aligned.
4. If the field is empty, this means that different alignments occur within the selected text area.

Windows

1. Select the section of text whose alignment you want to check.
2. Click the Home tab.

Alternatively:

1. Select the section of text whose alignment you want to check.
2. Right-click the selected text.

Then proceed as follows:

1. Look for the Paragraph group in the ribbon.
2. In this group, you will find the alignment buttons: Align Left, Centre, Align Right, and Justify.
3. Check which button is currently selected.
4. The alignment should be Align Left.

3.6 Paragraphs

Paragraphs are created using paragraph breaks rather than tabs or soft line breaks, that is, there are no blank lines in the document.

Further information

What does this mean?
A new paragraph in a document should be created using a paragraph break rather than a tab or a soft line break. A paragraph break ends one paragraph and starts a new one on the next line. This creates a new paragraph without inserting unnecessary blank lines.

Why is this important?
It is important to avoid using soft line breaks and to use paragraph breaks instead. Screen reader users often navigate through text paragraph by paragraph and listen to the beginning of each paragraph in order to grasp its content. If a soft line break is used instead of a paragraph break, the screen reader may not recognise a new paragraph and may read out new line or blank line, which can disrupt the reading flow.

This can make the text unnecessarily long and confusing for users of screen readers or text-to-speech software. It can also make the document content harder to understand because the relationship between paragraphs is obscured. Instead of blank lines, paragraph spacing should therefore be used to structure the text. Paragraph spacing adds extra space between paragraphs without causing unnecessary interruptions when the text is read aloud.

How can you implement/check this?
In Microsoft Word, the standard way to create a paragraph break is to press the Enter key.

To check your document for paragraphs, the procedure differs slightly depending on the operating system:

Mac / Windows

1. Click the Home tab.
2. Click the Show/Hide ¶ button in the Paragraph group.
3. This will display all formatting marks in the document, including paragraph marks and blank lines.
4. Check whether there are unnecessary blank lines.
5. Remove any unnecessary extra marks or blank lines by selecting them and pressing Delete or Backspace.
6. Where a new paragraph is needed, insert it by pressing Enter.

3.7 Page and Column Breaks

Page or column breaks are not created using blank lines, but with the page or column break functions.

Further information

What does this mean?
In a document, page or column breaks should not be created by inserting blank lines with the Enter key. Instead, the page break or column break functions should be used to create a clear separation.

A page or column break is a feature that marks the end of a page or column and allows a new section to begin. Page and column breaks are used, for example, to create multi-column documents or to ensure that a new chapter begins on a new page. They can be inserted manually or generated automatically by Word, depending on the settings.

Why is this important?
Using blank lines instead of page or column breaks can create barriers. Screen readers and text-to-speech software may struggle to interpret the text correctly when blank lines are used to create structural divisions. In particular, blank lines created simply by pressing Enter may be read out as blank, which disrupts the reading flow.

How can you implement/check this?
In Microsoft Word, you can insert a page or column break as follows:

• Page break: Click Insert and then Page Break, or use Layout > Breaks > Page.
• Column break: Go to Layout > Breaks > Column.

To check whether page or column breaks have been created correctly, proceed as follows:

Mac

1. Click the Home tab.
2. Click the Show/Hide ¶ button.
3. Check the document for page or column breaks. If they have been created correctly, they will be explicitly marked as Page Break or Column Break.
4. If such breaks are not marked explicitly, look for a large number of blank lines.
5. Replace any such blank lines with the correct break function.
6. Check the document again to ensure that all breaks are correctly marked and that no unnecessary blank lines remain.

Windows

1. Click the Home tab.
2. In the Paragraph group, click the Show/Hide ¶ button.
3. Check the document for page or column breaks. If they have been created correctly, they will be explicitly marked as Page Break or Column Break.
4. If such breaks are not marked explicitly, look for multiple blank lines.
5. Replace any such blank lines with the correct break function.
6. Check the document again to ensure that all breaks are correctly marked and that no unnecessary blank lines remain.

3.8 Inserting Columns

Columns are not created using tabs, but via the Layout menu. The spacing between columns is large enough for them to be visually distinct from one another.

Further information

What does this mean?
When using columns in Microsoft Word, it is advisable to use Word’s built-in column functions. These can be accessed via the Layout menu and help ensure a consistent document layout.

In Microsoft Word, columns are a way of dividing text into several vertical sections. This can make long passages of text easier to read by distributing them across multiple columns. The columns may be of equal width or of different widths, and a varying number of columns can be created as needed, although for clarity it is advisable not to use too many.

If several columns are used in a document, enough space should be left between them so that they are visually distinct and easier to recognise. The spacing between columns should always be at least 6 mm.

Why is this important?
If columns in Microsoft Word are not created using the layout tools, but by manually inserting tabs or spaces, this can cause problems when the content is read aloud or interpreted by screen readers and text-to-speech software. It is therefore important to use Word’s layout tools to create columns, so that the document remains accessible.

If the space between the columns is too small, readability may be impaired because the text may appear to overlap or merge visually. For users with visual impairments or other conditions, such as dyslexia, it may be difficult to perceive the spacing between closely placed columns. If the spacing is too narrow, letters may seem to merge or words may appear incomplete.

Appropriate column spacing therefore improves readability and helps to ensure that all users can read the document without difficulty.

How can you implement/check this?
To check columns, proceed as follows:

Mac

1. Click the Home tab.
2. Click the Show/Hide ¶ button.
3. Check the columns in your document. There should be no arrow symbols → between the columns, as these symbols represent tabs.
4. Alternatively, check whether you can select the text column by column. If the columns were created using tabs, you will often only be able to select the text line by line.

Windows

1. Click the Home tab.
2. In the Paragraph group, click the Show/Hide ¶ button.
3. Check the columns in your document. There should be no arrow symbols → between the columns, as these symbols represent tabs.
4. Alternatively, check whether you can select the text column by column. If the columns were created using tabs, you will often only be able to select the text line by line.

To adjust the column settings in Word:

1. Select the text you want to format in columns, or place the cursor where the columns should begin.
2. Click the Layout tab.
3. Click Columns in the Page Setup group.
4. Select the desired number of columns and set the width and spacing, with at least 6 mm between columns.
5. Click OK to apply the changes.

If you want to apply the column settings to the entire document, use the same steps without selecting a specific passage of text first.

3.9 Creating Lists and Bulleted Lists

Only content that actually constitutes a list or bulleted list is presented as such. These are created using list or bullet formats.

Further information

What does this mean?
List and bullet formats in Word are specific formatting options used to create a list of items or points. There are two types of lists in Word: unordered lists and ordered lists.

Unordered lists are lists in which the items are marked with a symbol or bullet, and the order is not important. Ordered lists, by contrast, are lists in which the items are arranged numerically or alphabetically and the order matters.

To improve readability and clarity, lists should be structured sensibly. For example, advantages could be grouped in one list and disadvantages in another. This helps users to grasp and process the information more easily.

In general, whenever lists or bullet points are used, you should ask whether this formatting is really necessary and appropriate, and whether it helps users understand the content.

Why is this important?
Using manually created bullet symbols can result in a list not being recognised as a coherent list and therefore becoming inaccessible. If a list is not read out correctly by screen readers or text-to-speech software, users may have difficulty recognising how many items it contains or understanding it fully and in context. As a result, important information may not be conveyed properly. Using list and bullet formats ensures that screen reader users can perceive these elements as actual lists and interpret them as a coherent whole.

Correct structuring of documents is important for overall accessibility. Using lists or bullet points where such a structure genuinely exists makes navigation easier and improves the document’s clarity. However, if passages of text are formatted as lists or bullet points purely for visual emphasis, this can create confusion and difficulties for users of screen readers and text-to-speech software.

An example of correct use would be a list of tasks that must be completed in a specific order. An incorrect use would be formatting a passage of text as a list purely for visual emphasis even though it does not actually represent a sequence or a list.

How can you implement/check this?
To ensure that lists in Word are accessible to users of screen readers and text-to-speech software, Word’s built-in list functions should be used. Lists can be formatted via the Home tab using the Numbering or Bullets buttons. It is also important to ensure that list formatting is consistent and that the items are organised logically.

To check list and bullet formats, proceed as follows:

Mac

1. Look through the document for lists or bullet points.
2. Click any list item to make sure you can edit the list.
3. Click the Home tab.
4. Look for the Bullets and Numbering buttons.
5. If one of these buttons is active, the list has been created using the correct format.
6. If neither option is active, select the relevant passage and format it using either Bullets or Numbering.
7. Make sure that the order of the items is logical and easy to understand.
8. Check that the list is complete and formatted consistently.

Windows

1. Look through the document for sections containing lists or bullet points.
2. Select the relevant section.
3. Click the Home tab.
4. In the Paragraph group, check whether either Numbering or Bullets is active.
5. If neither option is active, select the relevant section and apply either Numbering or Bullets.

To check whether lists are used appropriately, review all content presented as a list or bullet point and make sure that it really represents a group of similar or related items. If not, remove the list formatting by clicking the relevant list function again or deleting the bullets or numbers.

3.10 Text Contrast Ratio

Text has a contrast ratio of at least 4.5:1 against the background.

Further information

What does this mean?
In Word, contrast ratio refers to the difference in brightness between the text and the background on which it is displayed. A high contrast ratio makes text easier to read. Sufficient contrast is achieved when the text colour clearly stands out from the background colour. For standard text, the contrast ratio must be at least 4.5:1. Black text on a white background, or vice versa, provides optimal contrast. If other colours are used, the contrast ratio must be checked.

Why is this important?
A sufficient contrast ratio between text and background is very important, especially for users with impaired vision. If the contrast is too low, the text may be difficult or impossible to read, which creates barriers to accessing information.

For example, people with colour blindness may have difficulty distinguishing between certain colours. A sufficient contrast ratio helps to ensure that they can still read the text. If the contrast ratio between text and background is low, the text may be difficult to read even when it is large.

Adequate contrast is not only helpful for users with visual impairments. Users working in poor lighting conditions, using black-and-white printouts, or reading projected material also benefit from a high contrast ratio. Sufficient contrast helps to ensure that content is clearly visible and therefore easier to understand and process.

How can you implement/check this?
If you find that your document does not provide sufficient contrast, you can either change the font colour or adjust the background colour to improve the contrast ratio. Here is a simple guide:

1. Select the text for which you want to improve the contrast.
2. Click the Font Colour button on the Home tab and select a colour that contrasts more strongly with the background.
3. Click the background or page colour option on the Design tab and select a background that provides stronger contrast with the text.
4. Make sure that the contrast ratio between text and background is at least 4.5:1.

It is also worth noting that Word includes accessible templates designed specifically for users with visual impairments. If you use one of these templates, the contrast ratio may already be optimised.

To ensure that the contrast ratio between text and background is suitable, you can use online tools or downloadable software to calculate it automatically.

If in doubt, it is advisable to choose dark text, preferably black, on a light background, preferably white, as this always ensures a contrast ratio of at least 4.5:1. Word also includes an accessibility check that can identify insufficient contrast when the feature is enabled.