What You Need to Know About Screen Readers
Screen readers are software programs that convert text and other screen elements into speech or braille. They help blind and visually impaired users navigate digital content. You don't need to know how to code to make your content accessible - this guide shows you simple, practical steps you can take in everyday tools like Word, PowerPoint, Google Docs, and websites.
How Screen Readers Work
What You See vs. What Screen Readers "See"
Welcome to Math Class
📊
Today's Assignment: Complete Chapter 5 problems
"Heading level 1, Welcome to Math Class. Graphic, Graph showing test scores. Today's Assignment colon Complete Chapter 5 problems"
Screen readers read everything out loud in the order it appears, including descriptions you provide for images and the structure you create with headings.
Every image needs alternative text (alt text) that describes what the image shows. Most programs have a simple way to add this - no coding required!
Good Alt Text
📊 Bar Chart
Alt text: "Bar chart showing math test scores: 85% of students scored above 70%, with the highest score being 98% and lowest being 65%"
Bar chart showing math test scores: 85% of students scored above 70%, with the highest score being 98% and lowest being 65%
Avoid This
📊 Bar Chart
Alt text: "chart" or no alt text
Chart (provides no useful information)
Screen reader users navigate by headings like a table of contents. Use your word processor's heading styles (Heading 1, Heading 2, etc.) instead of just making text bigger and bold.
Good Structure
Math Lesson Plan (Heading 1)
Objectives (Heading 2)
Primary Goals (Heading 3)
Assessment Methods (Heading 3)
Heading level 1 Math Lesson Plan, Heading level 2 Objectives, Heading level 3 Primary Goals...
Avoid This
MATH LESSON PLAN
OBJECTIVES
Primary Goals
MATH LESSON PLAN OBJECTIVES Primary Goals (no structure, just text)
When creating tables, always use the "Header Row" option in your software. This tells screen readers which cells are headers vs. data.
Good Table
Table with header row enabled:
Table with 2 columns and 2 rows. Column header 1: Student. Column header 2: Grade. Row 1: John, A.
Avoid This
Table without proper headers:
Student Grade
John A
Student Grade John A (no structure, confusing)
Screen readers can jump from link to link. Make sure your link text makes sense on its own, without surrounding context.
Good Links
Link: homework assignment rubric. Link: Download the parent-teacher conference form PDF
Avoid This
Check out the homework assignment rubric
here.
To download the form,
click here.
Link: here. Link: click here. (no context about where links lead)
Users with low vision or screen readers with refreshable braille displays need good contrast. Use dark text on light backgrounds or vice versa.
Good Contrast
This text has high contrast and is easy to read for everyone, including users with low vision.
Poor Contrast
This light gray text is difficult to read and creates barriers for many users.
When sharing complex information like charts, graphs, or detailed images, provide a text summary that explains the key points.
Good Context
📈 Student Progress Chart
Summary: This chart shows reading level improvements over the school year. Key findings: 78% of students improved by at least one grade level, with the biggest gains occurring between October and December. Three students need additional support to reach grade-level targets.
Avoid This
📈 Complex Chart
Chart shows data (no explanation provided)
Step-by-Step: Adding Alt Text
Here's how to add alternative text to images in common programs:
-
Microsoft Word
Right-click the image → Select "Edit Alt Text" → Type your description in the text box
-
PowerPoint
Right-click the image → Choose "Edit Alt Text" → Enter description → Click "X" to close
-
Google Docs
Click the image → Click the "Alt text" button (looks like a mountain icon) → Enter description → Click "Apply"
-
Google Slides
Select the image → Right-click → Choose "Alt text" → Type description → Click "Apply"
-
Canvas LMS
Click the image in editor → Select "Alt Text" from toolbar → Enter description → Save changes
Simple Accessibility Testing Checklist
Use this checklist to quickly review your documents, presentations, and web content:
- All images have descriptive alt text that explains their content and purpose
- Document uses proper heading styles (Heading 1, Heading 2) rather than just bold text
- Links use descriptive text that makes sense when read alone
- Tables have proper headers marked using "Header Row" or similar feature
- Text has good contrast against backgrounds (dark text on light background)
- Color is not the only way information is conveyed (also use text, shapes, or patterns)
- Videos have captions or transcripts available
- Document can be navigated using only keyboard (Tab key moves through elements)
- Complex charts or graphs have text summaries explaining key points
- Content is organized in logical order from top to bottom
Quick Tips for Screen Reader Friendly Content
- Read your content out loud - if it's confusing to hear, it will be confusing for screen readers
- Use the accessibility checker built into your software - it catches most common problems
- Keep sentences and paragraphs shorter for better comprehension
- Describe what actions to take rather than visual cues like "click the red button"
- Test your content by navigating with only the Tab key - can you reach everything?
- Provide contact information for users who need content in alternative formats
- When in doubt, ask users with disabilities what works best for them
- Remember that good accessibility benefits everyone, not just users with disabilities
- Start small - fixing one document at a time is better than doing nothing
- Learn from mistakes - accessibility is a skill that improves with practice
