Accessible Word (implementation guide)

Headings, figure and table captions appear only once, are meaningful and easy to understand. 

What is meant by this?

Headings, figure and table captions should only appear once in a document in order to improve the readability and clarity of the document. In addition, it is important that headings, figure and table captions are meaningful so that they quickly and effectively help readers to understand the content of the relevant sections or elements. Figure and table captions should also contain all the necessary information to help readers understand the data or information presented and, if necessary, refer back to the sources used.

Why is it important?

A clear structure is crucial for quickly grasping and understanding content. Headings and labelling play an important role here, as they help to structure the content of the document and quickly identify key sections and elements. This is particularly important for recipients with visual impairments, learning disabilities or reading difficulties, as clear structuring facilitates approval of texts. A precise and meaningful heading, for example, enables readers to quickly scan the text and decide whether or not they want to continue reading. Figure and table labelling should also be precise and meaningful in order to enable easy comprehension and clear classification. Clear and precise labelling of figures and tables can also help to avoid misunderstandings and confusion, especially if several figures or tables appear in the same document.

How can I implement/check it?

When selecting headings, figure and table captions, you should follow a few principles to ensure that they are appropriate to the content and easy to understand:

1. Describe the content precisely: The heading or caption should be short and concise and describe the content of the document or figure/table.
2. Use clear and simple language: Avoid technical jargon and instead use language that is easy for the target group to understand.
3. Use keywords: Use relevant keywords that give the reader an idea of what to expect in the document or figure/table.
4. Use formatting: Use a larger font size or bold type to emphasise the heading or caption and make it easier to read.
5. Check accuracy: Make sure that the information in the heading or labelling is correct and does not lead to misunderstandings.
6. Avoid repeated labelling: Avoid repeating captions or headings in the document to avoid confusion.
7. Consider the target group: Make sure that the headline or labelling is tailored to the needs and knowledge of the target group.
8. Use the correct spellings and symbols: Use correct spelling and grammar, and use symbols and abbreviations that are understood by the target audience.

By following these principles, you can create headings, figure and table captions that are appropriate to the content and easy to understand.

The targeted placement of an image or table caption makes it possible to position it exactly where you want it and thus create a clear link between the caption and the associated element. As a rule, this function can be selected by simply right-clicking on the element, which makes it easier to place the label in the desired position and ensure that it does not appear isolated.

You can also check whether headings, figure and table captions only occur once in the document by searching the document specifically. The procedure differs depending on the operating system:

For Mac:

1. Use the search function by pressing CMD+F.
2. Enter the heading or caption to be checked in the search field and press the ENTER key.
3. Check all occurrences of the heading or labelling in the document to ensure that they are only used once.
4. Check the language of the headings and labelling for comprehensibility for the target group.
5. Avoid jargon or technical terms that may not be understandable for the target group.
6. Revise the headings and labelling, if necessary, to make them clearer and more concise.

For Windows:

1. Open the navigation pane in Word by pressing CTRL+F.
2. Enter the heading or labelling to be checked in the search field.
3. Only one entry should be displayed under the "Results" tab. If there are several entries, this means that the phrase entered occurs in several places in the document.
4. Click through the entries and see if there are any duplicate headings or labelling. Also check whether these phrases only appear in continuous text.
5. Check that the headings and labelling are written in clear and concise language. Avoid jargon or technical terms that may not be understandable for the target group.