How To Use the List Feature in MS Word | Section 508 for Word

In today’s post we learn how to use the list feature in Microsoft Word to ensure your documents are accessible and compliant with Section 508 standards. This guide will help you create clear, structured lists that assistive technologies can easily interpret.

Video Guide

Understanding Section 508 Accessibility

Section 508 of the Rehabilitation Act requires federal agencies to make their electronic and information technology accessible to people with disabilities. This includes ensuring that documents created in software like Microsoft Word are structured in a way that screen readers and other assistive technologies can easily navigate.

Creating Bulleted and Numbered Lists

When to Use Bulleted Lists

Bulleted lists are ideal for items where the order does not matter. For instance, a list of most popular wrestlers can be effectively presented as a bulleted list. Here’s how you can create one in Microsoft Word:

1. Select the text you want to format as a list.
2. Go to the Home ribbon and click on the bulleted list icon in the paragraph tab.
3. Your text will now be formatted as a bulleted list.

When to Use Numbered Lists

Numbered lists are used when the sequence of items is important, such as a set of instructions or steps that must be followed in order. To create a numbered list:

1. Select the text you want to format as a list.
2. Go to the Home ribbon and click on the numbered list icon in the paragraph tab.
3. Your text will now be formatted as a numbered list.

Switching Between List Types

If you need to change a bulleted list to a numbered list or vice versa, you can easily do so by selecting the list and choosing the desired list type from the Home ribbon.

Nesting Lists

Avoiding Open Face Bullets

When creating nested lists (lists within lists), it is important to avoid using open face bullets. These can cause compatibility issues when converting the document to other formats, such as PDF. Instead, use closed bullets for nested lists:

1. Select the nested list items.
2. Go to the Home ribbon, click on the bullet icon, and choose a closed bullet style.

Practical Example

If you have a main list item that requires additional details, format the nested items with closed bullets. This ensures that the document remains accessible and compatible across different platforms and programs.

Managing List Spacing

Importance of Proper Spacing

Proper spacing in lists is crucial for accessibility. Extra spaces or hard returns between list items can confuse users who rely on assistive technologies. Follow these guidelines to maintain proper spacing:

• Ensure there are no extra spaces between list items.
• Avoid hard returns (pressing Enter) between bullets.
• If spacing needs adjustment, use the paragraph settings.

Adjusting Spacing Through Paragraph Settings

To adjust the spacing between list items:

1. Right-click on the list bullet.
2. Select “Paragraph” from the context menu.
3. In the paragraph dialog box, adjust the spacing settings as needed.

Download the Free Section 508 Checklist for Microsoft Word:

---

Conclusion

By following these guidelines, you can create accessible lists in Microsoft Word that comply with Section 508 standards. Remember to:

• Use bulleted lists for unordered items.
• Use numbered lists for ordered steps.
• Avoid open face bullets in nested lists.
• Maintain proper spacing between list items.

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!