Reading Order

Introduction

Reading order provides structure by defining the sequence in which content is presented in a document or on a slide so it is understood in the intended order by users and assistive technologies. In presentations, reading order determines how screen readers move through titles, text, images, and other objects, and it also affects keyboard navigation and comprehension. This guide explains how to check and set accessible reading order in Microsoft Word, Google Docs, PowerPoint, and Google Slides.

Why It Matters

If reading order is wrong, screen reader and keyboard users may absorb content out of sequence or miss key information, even when the page looks fine.

Before You Review Your Reading Order, Are You Using Layout Features Correctly?

• Should work top-to-bottom: Content should make sense when read straight through.  
• Avoid layout features that disrupt order (especially in Word): Text boxes, floating images, shapes, columns, and layout tables can read unpredictably.  
• Keep headings/captions in sequence: Headings should come before the content; captions should be placed directly before/after the related item.  
• Quick keyboard check: Tab through links/objects to ensure focus moves in a logical order.
• Tables for Data: Don’t use tables for visual layout. Tables should be for data only.

Checklist for Reading Order

Microsoft Word

• Confirm you’re using a “safe” structure
  • Headings use built-in Heading 1/2/3 styles.  
  • Images/objects are In Line with Text (not wrapped/floating).  
  • No essential content is inside text boxes, represented in floating shapes, in multiple columns, or in tables used for layout.
• Use the Navigation Pane as a quick structure check
  • Go to View → Navigation Pane and confirm headings appear in the correct order and hierarchy.
• Use the Accessibility Checker to find other likely issues
  1. Go to Review → Check Accessibility.  
  2. Use the results to locate problem areas (common flags include missing alt text, floating objects, and other structural/layout concerns).  
  3. Fix flagged items, then re-run the checker.

Google Docs

• Confirm you’re using a “safe” structure
  • Headings use the built-in Heading styles.  
  • Images/objects are In Line with Text (not wrapped/floating).  
  • No essential content is inside text boxes, represented in floating shapes, in multiple columns, or in tables used for layout.
• Use the Outline as a structure check+ read-through
  • Turn on View → Show document outline and confirm headings are in the correct order and hierarchy.  
• Do a careful top-to-bottom read-through to confirm the content flow matches what you intend.

PowerPoint - Reading Order (with the ordering tool)

• Confirm you’re using a “safe” structure
  • Use built-in slide layouts/placeholders (Home → Layout).
  • Put text in placeholders (Title/Content) whenever possible.
  • Avoid essential content in floating text boxes, decorative shapes, or layout tables.
• Use the Reading Order tool to set the order (required)
  1. Open the Reading Order pane:
     • Review → Check Accessibility → Reading Order 
  2. In the Reading Order pane:
     • Ensure the Title is first.
     • Drag items up/down (or use the move controls) so the sequence matches how it should be read aloud.
     • Hide/remove purely decorative items from the reading order by unchecking the item.
• Use the Accessibility Checker to find other likely issues
  1. Go to Review → Check Accessibility.  
  2. Use the results to locate problem areas (common flags include missing alt text, floating objects, and other structural/layout concerns).  
  3. Fix flagged items, then re-run the checker.

Google Slides — Reading/Focus Order (using Arrange order + Tab)

• Use a “safe” structure
  • Prefer a simple layout (title, then body) and minimize separate objects.
  • Avoid essential content split across many small text boxes or scattered shapes.
• Set a logical object sequence using layer order using one of two methods
  • Within Google Slides (select, bring objects forward backward in order):

1. For each slide, click on an object
2. Right click and select “Order”
3. Change the order of the object by:
   • Bring to front
   • Bring forward
   • Send backward
   • Send to back
4. Check the sequence by using Tab on the keyboard 
5. Aim for a consistent sequence that matches how you want users to move through content (typically: title → main text → visuals → captions/notes).

• Using Grackle (drag and drop order):
  • ​​​​​​​Requires Grackle extension. See instructions for Grackle at U-M for installation instructions. 
    1. Click Extensions → Grackle Slides → Launch
    2. The side window pane will appear
    3. Click on the “Slides Structure” and drag items up/down (typically: title → main text → visuals → captions/notes). 
• Check the sequence by tabbing
  • Click on an empty area of the slide (so nothing is pre-selected).
  • Press Tab to move through objects in sequence (use Shift+Tab to go backwards).
  • Watch the selection outlines to confirm the order matches your intended flow.
  • If it’s out of the intended order, use either method outlined in the previous sections.