Accessible Word (implementation guide)

The heading is labelled exclusively with Arabic numerals ("1"), not with Roman numerals ("I"). 

What is meant by this?

In a list or in headings, only Arabic numerals (e.g. 1, 2, 3) should be used for numbering and not Roman numerals (e.g. I, II, III).

Arabic numerals are the most common way of writing numbers today. Roman numerals, on the other hand, are a way of writing numbers that uses letters of the Latin alphabet to represent numbers.

Why is it important?

The use of Arabic numerals represents the international standard for the representation of numbers and is used for the communication and exchange of information in different countries and languages. The use of Roman numerals in headings can pose a challenge for some recipients and lead to comprehension difficulties. This represents a linguistic barrier. Screen readers and voice outputs also have problems with the correct pronunciation of Roman numerals, as these can represent both letters and numbers. For example, the screen reader may read out "V" (for 5) as the letter "V" instead of the number "5", which can lead to confusion or misunderstandings. This can be particularly problematic with more complex documents where clear and accurate numbering is important to understand the content.

How can I implement/check it?

To ensure that only Arabic numerals are used for numbering in lists or headings, you should check the numbering settings for the respective headings and lists in Microsoft Word and switch to the use of Arabic numerals if necessary. You can do this in Word under the "Start" tab and then "Numbering".

To check the designation of the headings, there are different procedures for the Mac and Windows operating systems:

For Mac:

1. Check the formatting of the headings in the document. If Roman numerals have been used, you should convert them to Arabic numerals.
2. Right-click on the Roman numeral you want to change.
3. Select the "Numbering and bullets" option in the context menu.
4. A dialogue window opens. Click on the "Outline" tab.
5. Select a suitable heading structure. This can be "Heading 1", "Heading 2" etc., for example.
6. If you want to change the number format template, click on the "Customise" button. You can change the appearance of the numbers here, for example.
7. Confirm the changes by clicking on "OK".

For Windows:

1. Look at the headings in the document to check whether they are numbered with Roman numerals.
2. If so, select the heading whose numbering you want to change.
3. Click on the "Numbering" button in the "Paragraph" area on the "Start" tab.
4. Select an option with Arabic numerals from the "Numbering library".
5. If no suitable option is available, click on "Define numbering format" and select the "Arabic" option under the "Numbers" tab.
6. Confirm your selection with "OK".
7. Repeat these steps for all headings that use Roman numerals.
8. Save the document.

Please note that depending on how the Roman numerals were used in the document, the conversion to Arabic numerals may lead to unexpected results. It is therefore advisable to check the document carefully after conversion to ensure that the numbering is correct.