Lists

Break up long paragraphs and use proper list formatting to improve clarity.

Impact

Using proper list formatting is not just about looks—it has a big impact on accessibility and readability:

• They make content easier to scan.
  Lists break up long paragraphs and help readers find key points quickly.
• They simplify complex ideas.
  Step-by-step instructions or grouped ideas are easier to follow in a list.
• They help screen reader users.
  When lists are formatted semantically, some screen readers can:
  • Announce that a list is starting
  • Say how many items are in the list
  • Read each item clearly and separately

Without semantic formatting, screen readers just read the bullets (like * or -) as regular characters in a paragraph. This makes the list confusing and harder to understand.

How to

Use built-in list tools

Semantic lists are lists that are created using the built-in list tools in word processors, email editors, or web content editors, like the bullet or numbered list buttons. Most modern tools (like Canvas, Microsoft Word, PowerPoint, or Outlook) have built-in buttons for lists.

These tools add structure behind the scenes that helps both people and technology understand the content better. Use them instead of typing symbols or adding spaces manually.

Lists can be tricky in PDFs. If you create your content in Word, use proper list formatting, and export it to PDF, the list structure will carry over. This saves time and ensures accessibility.

Choose the right type of list

• Bulleted lists (unordered) are great for items that do not need a specific order.
• Numbered lists (ordered) are best for steps or sequences.

Best practices

• Do not fake it.
  Use the built-in tools. Avoid using paragraphs with symbols (like bullets, numbers, or dashes) or adding spaces to line text up to create the appearance of a list. 
• Use nested lists strategically.
  Use nested lists to show hierarchical relationships between items. Keep nesting levels manageable to avoid confusion. 
• Keep list items short and clear.
  Each item should be a complete thought or phrase. Avoid cramming too much into one list item.
• Do not break the list with images or large blocks of text.
  You can use Shift+Enter to create a line break in the list for the image or extra content to display. This avoids breaking out of a step-by-step instructional process.
• Do not space out the list with real spaces or extra lines.
  Use themes or styles on lists to adjust the spacing around list items or lists. Avoid adding extra characters to create the appearance of white space.

Additional guidance

You can learn more about providing semantic lists and other text with the following accessibility guides:

• • Headings
  • Paragraphs
  • Lists
  • Tables
  • Text