Introduction
The document ‘reading order’ refers to the sequence in which content is read by screen readers and other assistive technologies. This means anyone using assistive technology will have the document read to them in the same way that a sighted person would read it.
It ensures that text, images, tables, and other elements are presented in a meaningful and logical order that matches the intended reading flow. This is typically left to right and top to bottom in English documents.
Why it matters
For users who rely on assistive technology like screen readers, a document without a logical reading order can be confusing or even unusable. It can mean that the technology jumps back and forth to content on random pages as well as within the contents of each page. And it would be impossible for the customer to understand.
How to do it
Below are instructions to control the reading order when making documents in Microsoft Word.
- Insert content in order you want it to be read
- Avoid dragging and dropping elements out of sequence.
- Avoid using text boxes for content, they can disrupt reading order. Use standard paragraphs and ‘Styles’ instead.
- Use the selection pane to reorder objects
- Go to ‘Home’ then choose ‘Select’ then choose ‘Selection Pane’.
- This shows the order of objects in the document. You can rename and reorder them to match the logical reading flow.
- Never use tables for layout purposes
- If you must use a table, ensure it has a logical reading order by filling it left to right, top to bottom, and always use column or row headings.
- Avoid using tables for text information. Use subheadings and lists instead as this is much easier for assistive technology to read
- Check the reading order with the built in Word Accessibility Checker:
- Always check for accessibility issues
- Go to ‘Review’ then choose ‘Check Accessibility’. This tool will flag accessibility issues, including reading order problems.