How to Use Patterns, Headings, Lists, and Symbols to Show Emphasis | Section 508 for Word

In today’s post, we explore the importance of using patterns, headings, lists, and symbols to show emphasis in Microsoft Word documents to meet accessibility standards. Because using color to show emphasis is common and often fails, we learn practical solutions to ensure Word documents are accessible to all users, including those with visual impairments.

Video Guide

The Problem with Using Color Alone

Relying solely on color to emphasize information in documents can lead to significant accessibility issues. This is particularly problematic for users with visual impairments, such as color blindness or low vision, and for documents printed in grayscale. Without additional means of emphasis, the intended distinction or emphasis may be lost.

Example: Charts

Consider a bar chart with different series represented only by colors like blue, orange, and gray. When this chart is printed in grayscale, the differences between the series become indistinguishable. This is a clear accessibility failure.

Solution: Adding Patterns

To rectify this, we can add patterns to the chart bars. For instance, blue bars could have horizontal lines, orange bars could have dots, and gray bars could have diagonal stripes. This ensures that even in grayscale, users can differentiate between the series based on the patterns.

Text Emphasis With Headings, Lists and Symbols

Highlighting text in different colors is another common practice that falls short in terms of accessibility. Screen readers, which many visually impaired users rely on, do not recognize color changes. Therefore, additional methods are necessary to convey emphasis.

Example: Highlighted Words in a Paragraph

Imagine a paragraph with key phrases highlighted in yellow. A screen reader would not detect the color change, making the highlighted words indistinguishable from the rest of the text.

Solution 1: Using Headings and Lists

One solution is to use headings and bulleted lists. Instead of just highlighting, convert the highlighted words into a heading or include them in a bulleted list. This provides a clear, additional point of emphasis that screen readers can detect.

Solution 2: Adding Asterisks

Another option is to place an asterisk (*) after each highlighted word. This creates a visual and textual marker that screen readers can announce, providing a second point of emphasis.

Ensuring Grayscale Accessibility

Documents must remain understandable when printed in grayscale. This requires more than just using different colors for emphasis. Incorporating patterns, textures, or textual markers ensures that the document remains accessible to all users.

Practical Steps

1. For Charts: Always pair colors with patterns or textures.
2. For Text: Use additional textual markers like headings, lists, or symbols (e.g., asterisks) alongside color highlights.

Screen Reader Compatibility

Screen readers are essential tools for many visually impaired users. However, they do not interpret color. Therefore, it’s crucial to use methods that screen readers can recognize and convey to the user.

Effective Techniques

• Use descriptive headings and subheadings.
• Convert key points into bulleted or numbered lists.
• Include textual symbols that screen readers can announce.

Download the Free Section 508 Checklist for Microsoft Word:

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Meeting Section 508 Standards

Section 508 of the Rehabilitation Act requires federal agencies to make their electronic and information technology accessible to people with disabilities. Ensuring that color is not the sole means of emphasis is a critical part of complying with these standards.

Checklist for Compliance

• Verify that all emphasized content has an additional non-color-based marker.
• Test documents with screen readers to ensure all emphasis is detectable.
• Print documents in grayscale to confirm that all emphasis is still clear.

Conclusion

Making documents accessible is essential for inclusivity. By not relying solely on color for emphasis and incorporating additional methods like patterns, headings, lists, and symbols, you can ensure that your documents are usable by all individuals, including those with visual impairments. Follow the guidelines discussed to meet accessibility standards and provide a better user experience for everyone.

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!