List Structure

This article will show you how to use list structures to format content accessibly in documents and presentations.

Introduction

Lists provide structure by grouping related information into a clear, hierarchical format that documents and assistive technologies can understand. Common list types include bulleted lists (unordered items) and numbered lists (ordered or step-by-step items), and lists can also include nested levels (sub-items). This guide explains how to add accessible list structure in Microsoft Word, Google Docs, PowerPoint, and Google Slides.

Why Accessible Lists Matter

Well-structured lists are critical for accessibility. Screen readers identify numbered and bulleted lists and read them in a logical order, helping users with disabilities understand relationships between items. Using proper list formatting and avoiding manual characters (like dashes and asterisks) ensures your information is organized and inclusive. In presentations, list structure also supports clear slide reading order and improves comprehension for everyone.

Before You Review Your Lists, Are You Using Them Correctly?

Use lists when the information is meant to be scanned as separate items, such as:

• A set of distinct items (features, requirements, examples)
• A sequence (steps in order)
• Choices/options (items readers compare or select from)

Use paragraphs when the content is:

• Narrative or explanatory and best read as continuous sentences
• Closely related ideas that depend on context from surrounding sentences (rather than standing alone as individual points)

Formatting requirement: 

• Always use built-in list tools (bullets/numbering) instead of manually typing dashes, asterisks, or numbers.
• Put any introductory phrase before the list as a normal sentence (not as the first bullet).

Manual Formatting?

Screen readers can misinterpret manually formatted lists. Use Word or Google Docs’ list tools to create bulleted or numbered lists, so screen readers recognize them properly. The same applies in PowerPoint and Google Slides, use the built-in bulleted/numbered list controls (not typed characters) and use the slide’s content placeholders when possible.

Checklist for Lists

Microsoft Word  / Docs / PowerPoint / Slides

☐ Review Headings and List Placement

• Word/Docs: Headings describing the list’s content should appear above the list, not inside it.
• PowerPoint/Slides: True heading levels (like Heading 1/2/3 in Word/Docs) are not used in PowerPoint/Slides, so use a visual heading/label above the list, or the title of the slide, if it is the only item on the slide.  Keep it not bulleted and separated from the list (not the first bullet).

☐ Apply Built-In List Formatting

• Select your list items. In the Home tab, click Bullets or Numbering to apply the proper list format.  

☐ ​​​​​​​Avoid Manual List Formatting

• Do not type dashes, asterisks, or numbers manually. Always use built-in list tools.

☐ ​​​​​​​​​​​​​​Keep Each List Together (PowerPoint / Slides)

• Use one text box per list whenever possible. If you split one list into multiple text boxes, screen readers may announce items out of sequence.

☐ ​​​​​​​​​​​​​​Confirm List Structure

• Google Docs and Slides
  • Check Accessibility using Grackle
  • In the top menu click on “Extensions > Grackle Slides > Launch 
    If you do not see the option:

1. You may need to install Grackle
2. You may be editing a Word document that has been converted to Google docs not a native Google doc.

• Microsoft Word and PowerPoint
  • Review > Check Accessibility. 
    1. On the right side, a side pane window will appear.
    2. Resolve flagged items.
    3. Notice as you change the document, the accessibility assistant updates and removes the flagged items.

Additional Resource(s):

• U-M Accessibility Basics: Lists