Accessible Word (implementation guide)

Line spacing in Word refers to the vertical distance between the lines in a paragraph. For good readability, the line spacing should be at least 1.2 pt. or 120% of the character size. However, in order not to disrupt the flow of reading, the line spacing should not be disproportionately large.

Why is it important?

Line spacing that is too small can impair the legibility of texts and cause visual overload. This can make it difficult for the eyes to focus on the next section of the text, which can lead to a reduced reading speed and a higher error rate. In addition, small line spacing can also lead to increased eye strain and fatigue, especially with longer texts.

Sufficient line spacing of at least 1.2 helps recipients who have difficulty reading or concentrating to follow the flow of the text and decipher the content better. It also helps to create a clear structure in the text.  Adequate line spacing makes it easier for the eyes to find the beginning of the line when skipping to the next line. 

There are different procedures for setting the line spacing to at least 1.2 pt. for Mac and Windows operating systems:

For Mac:

1. Select the section of text in the document whose line spacing you want to check.
2. Right-click on the selected area and select the "Paragraph" option.

Alternative:

1. Select the section of text in the document whose line spacing you want to check.
2. Click on "Start" in the menu bar at the top.

It follows:

1. Select the "Line and paragraph spacing" button.
2. Now click on the "Line spacing options".
3. A new "Paragraph" window opens. Click on the "Indents and spacing" tab.
4. You will find predefined line spacing under the "Line spacing" section. Check whether the "1.5 lines" option is selected. If so, the criterion is met and you can leave the "Dimension" field empty.
5. If the "1.5 lines" option is not selected, select "More" and enter the value 1.2 or higher in the "Dimension" field.
6. Click on "OK" to save the changes you have made.

For Windows:

1. Select the text section in the document whose line spacing you want to check.
2. Click on "Start" in the menu bar at the top.
3. Select the "Line and paragraph spacing" button.
4. Now click on the "Line spacing options".

Alternative:

1. Select the section of text in the document whose line spacing you want to check.
2. Right-click on the selected area and select the "Paragraph" option.

It follows:

1. A window opens in which the line spacing is specified under "Spacing".
2. There are predefined line spacings such as "Single" and "Double". However, to ensure that the criterion is met, an explicit line spacing of at least 1.2 pt. should be entered in the rightmost field under the "From" label.
3. If the value in the field under "From" is already 1.2 pt. or higher, the criterion is fulfilled and you can click on "OK".
4. If the value under "From" is less than 1.2 pt., this must be increased to at least 1.2 pt.
5. Enter the value 1.2 pt. (or higher) in the field under "From".
6. Click on "OK" to save the changes.

To check the line spacing in a text, you can select a paragraph and then click on the "Line and paragraph spacing" icon in the "Paragraph" group on the "Home" tab. There you can view the current line spacing and adjust it if necessary.

Alternatively, you can also activate the "Paragraph marks" option in your word processing programme to make the spaces between the paragraphs visible.