Creating accessible content: lists

Audience: Students, Faculty, Staff

Responsible Group: IT Training and Outreach

Overview

Accessible lists are essential for organizing content in a way that is easy to read, navigate, and understand, especially for users relying on screen readers or other assistive technologies. Lists help break down complex information into manageable parts, but when not formatted correctly, they can become confusing or inaccessible. Properly structured lists improve comprehension, support cognitive accessibility, and ensure that digital content is inclusive for all users.

Why It Matters

Screen readers interpret lists differently than paragraphs or tables. If lists are not created using built-in formatting tools, assistive technologies may not recognize them as lists at all. This can lead to confusion, missed information, or poor user experience. Accessible lists also benefit users scanning content quickly, mobile users, and those with cognitive disabilities who rely on clear visual structure.

Best Practices

  • Use Built-In List Tools: Always use the bullet or numbered list features in Word, Outlook, PowerPoint, or web editors. Avoid manually typing dashes or numbers.
  • Choose the Right List Type: Use bulleted lists for unordered items and numbered lists for sequences or steps.
  • Keep Lists Concise: Limit list items to short, clear phrases or sentences. Avoid long paragraphs within list items.
  • Maintain Consistent Structure: Begin each list item with the same type of word or grammatical pattern to make content easier to scan and understand.
  • Avoid Nesting Too Deeply: Limit nested lists to one or two levels to prevent confusion.
  • Ensure Proper Indentation: Use formatting tools to maintain consistent spacing and alignment.
  • Don’t Use Lists for Visual Layout: Use lists only to show logical relationships between items, such as steps in a process or grouped ideas, not to arrange content visually. For layout or spacing, use tables, styles, or formatting tools instead.
  • Check for Screen Reader Compatibility: Use accessibility checkers to confirm that lists are properly tagged and readable.

Compliance Standards

How to Make Lists Accessible

You can improve list accessibility by using built-in tools in Microsoft 365 apps, web platforms, and accessibility checkers. Follow these steps to ensure your lists are clear, usable, and inclusive.

In Microsoft Word, Outlook, and PowerPoint

  • Use the List Tool (in the paragraph group)
  • Select the bullet or numbered list icon from the toolbar
  • Avoid manually typing symbols or numbers
  • Maintain consistent formatting
  • Ensure spacing and indentation are uniform
  • Use styles to keep headings and lists visually distinct
  • Go to Review > Check Accessibility
  • Address any flagged issues, especially manually typed lists or inconsistent formatting

In Outlook Emails

  • Use List Formatting in the email body
  • Use the built-in list tools to organize content.
  • Avoid using lists for layout or spacing.
  • Test with Accessibility Checker

In SharePoint and Web Content

  • Use Semantic HTML Tags
  • Use <ul> for unordered lists and <ol> for ordered lists
  • Each item should be wrapped in <li> tags
  • Avoid using lists for visual layout
  • Use CSS for layout purposes, not list tags
  • Test with Screen Readers or Browser Extensions
  • Use tools like NVDA, JAWS, or browser-based accessibility checkers (e.g., WAVE) to verify usability

In PDFs and Other Documents

  • Use Tagged PDFs
  • When exporting from Word or PowerPoint, choose Save as PDF and ensure Document structure tags for accessibility is checked
  • Verify with Adobe Acrobat Accessibility Checker
  • Run the checker to ensure lists are tagged and readable by assistive technologies.

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