Comments and Formatting Marks are Not Accessible | MS Word Accessibility

Accessibility in digital documents plays a vital role in inclusive communication. Microsoft Word provides many tools to support collaboration and formatting, but not all of them work well for people using assistive technologies like screen readers. Today’s post explains how comments and formatting marks affect document accessibility and offers best practices to help you create more inclusive documents.

Video Guide

Comments in Microsoft Word

Microsoft Word allows users to add comments for feedback, clarification, or revision suggestions. To insert a comment, select the desired text, right-click, and choose “New Comment.” A comment box appears where you can enter your message.

Accessibility Issues with Comments

Screen readers do not automatically announce comments. Users must use specific shortcuts to find them. As a result, readers can easily miss critical information if they rely on assistive technology and are unaware of the comments.

Best Practices for Using Comments

Follow these tips to make your comments more accessible:

• Notify users at the beginning of the document if comments are present.
• Remove all comments before sharing or publishing the final version, especially if the comments contain essential information.
• Use comments only during the editing phase and ensure that all final content appears directly in the document’s main text.

Formatting Marks in Word

Formatting marks, such as paragraph symbols, spaces, tabs, and page breaks, help writers visualize the structure of their document. You can toggle these marks on or off using the “Show/Hide ¶” button on the Home tab.

How Formatting Marks Affect Accessibility

Formatting marks are only visual aids. Screen readers do not detect or announce them, and they do not influence how the document reads for users relying on assistive technology.

Best Practices for Formatting Marks

Even though formatting marks do not affect accessibility, you should still manage them properly:

• Turn off formatting marks before distributing the document to present a cleaner and more professional appearance.
• Use formatting marks only as tools for editing and layout adjustments during document creation.

By following these simple practices, you improve the accessibility of your documents and help create a more inclusive experience for all readers.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!