The "Invisible" Content

Target Audience: Chaffey College Faculty, Staff, and Students (Beginner Level)

Software: Microsoft Word 365 (Enterprise)
Goal: Ensure all text is readable by assistive technology.

The Concept: Imagine your document is a sheet of paper. When you type normally, you are writing on the paper. When you insert a Text Box, you are essentially putting a sticky note on top of the paper.

The Problem: Screen reading software (used by blind students) reads the “paper” from top to bottom. It often ignores the “sticky notes” floating on top. A reader could listen to your entire syllabus and never hear the content inside an “Important Warning” text box because the computer didn’t see it.

The Rule: Stop using Insert > Text Box. All text must be typed directly on the page (inline).

Part 1: How to Fix Existing Text Boxes

If you open an old document and find text boxes, follow these steps to “rescue” the text.

1. Identify the box.
   • Click on the text.
   • If a square border with small white circles (“handles”) appears and you can drag the text freely around the page, it is a Text Box.
2. Rescue the text.
   • Click inside the box so you see the blinking cursor.
   • Highlight all the text inside.
   • Right-click the highlighted text and select Copy (or press Ctrl + C).
3. Paste it correctly.
   • Click on the main white page (outside of any box).
   • Right-click and select Paste using Keep Text Only (clipboard with an “A”).
   • Result: Your text is now regular paragraph text.
4. Delete the empty shell.
   • Click the edge (border line) of the old text box.
   • Press Delete or Backspace to remove it.

Part 2: How to Create a “Safe” Box (The Sidebar Look)

Content creators love text boxes because they look distinct. You can create the same look using borders while keeping the text accessible.

Step-by-Step

1. Type your text.
   • Type your “Important Notice” as a normal paragraph on the page.
2. Highlight it.
   • Select the paragraph you want inside the box.
3. Find the Borders tool.
   • Go to the Home tab.
   • Look in the Paragraph group.
   • Find the Borders icon (small square window pane).
4. Apply the box.
   • Click the arrow next to the Borders icon.
   • Select Outside Borders.
   • Result: A thin black line surrounds your text.
5. Add color (optional shading).
   • With text still highlighted, click the Shading icon (paint bucket).
   • Choose a very light gray or light yellow.
   • Result: You now have a colored box that looks like a text box, but screen readers will read it correctly.

Part 3: What About Images? (Floating vs. Inline)

This rule applies to images too.

The Issue: If you drag a picture around and text wraps awkwardly, it is likely floating. Screen readers may announce it at the end of the document instead of where it belongs.

The Fix:

1. Click the image.
2. Click the Layout Options icon near the image (rainbow arch over lines).
3. Select In Line with Text.
   • Result: The image behaves like a character in the text, ensuring it is read in the correct order.