Word: Headings and Styles

The heading structure is one of the most important elements of accessibility. Headings structure the document and help the reader understand the organization and to find information they need. In Word, headings are set by using “Styles.” This will ensure that assistive technology, like screen readers, will notify the listener of the header. It also allows for easier navigation and improves workflow.

Headings Hierarchy

Every document needs a Heading 1. Use additional headings to structure your document and make it navigable. The hierarchy structure for a document is something like this:

• Heading 1 - page title or main content. There is usually only 1.
• Heading 2 - a major section heading.
• Heading 3 - a subsection heading of a major section.
• Heading 4 - a subsection of the Heading 3 subsection and so on through Heading 6.

Headings need to be in sequential order, don't skip a heading.

Heading Order Example:

• Heading 1
  • Heading 2
    • Heading 3
      • Heading 4
    • Heading 3
    • Heading 3
  • Heading 2
    • Heading 3

Adapted from WebAim Techniques for Word.

Heading Styles

Let's start with the title of the document as it will be your Heading 1. To make the title a Heading:

1. Either click your cursor into, or select the Heading 1 Text (your title)
2. On the home tab ribbon, in the style panel, select "Heading 1."

For subsequent headings:

1. Either click your cursor into, or select the Heading Text.
2. On the home tab ribbon, select the Heading appropriate for that level.
3. Remember not to skip headings.

Personalizing the Heading Style

If you don't like the font, the color or other aspects of the default heading style, no problem. You can modify the style. Update the font, font color, font size, space size before and after and so much more.

Procedure to Modify the Style

Right click the style in the styles in the ribbon, or use the dropdown menu in the styles pane, and select Modify style.

Styles > Right Click > ModifyStyle Pane > Dropdown

Change your font, color, size, etc. You can see how it will appear in the preview window.

Bonus: When you are in the habit of using styles for your headings, you can streamline your work.

• You can save the styles to be your default.
• In large documents with many headings, if you have used styles and need to change the style, modifying the style in the home ribbon will update it throughout your document.

Tip

In a case where your heading is formatted already the way you want it, you can quickly update the heading to appear with that format.

1. Either click your cursor into, or select, the Heading that is formatted correctly.
2. On the home tab ribbon, right click the Heading appropriate for that level.
3. Select “Update [Heading #] to Match Selection”.

If you have indicated more Headings of that level in your document, they will all update to that format.

Caution: Do not use your enter/return key to make more space either before or after your heading. See "Controling Space with Paragraph Editor" section below.

Using the Style Pane

With a large document, you may want to use the Style Pane. In the style pane, use the dropdown arrow instead of right clicking for updating and modifying the style.

To Open the Style Pane in Word for Windows

Look for the tiny arrow in the left bottom corner of the styles box on the Home ribbon. This will open the style pane.

The style pane will open. At the bottom, click the "Options" button.

In the Style Pane Options Window, under "Select styles to show," select "All Styles."

Click OK. Now, the pane stays open as you move about your document and update the styles by either modifying them or selecting and "Update to Match Style."

To Open Style Pane in Word for Mac

To access in Mac, click “Styles Pane,” next to the styles panel or dropdown menu.

Toward the bottom of the Style Pane, use the dropdown menu for "Lists" and change from "Recommended" to "All Styles."

Controling Space with Paragraph Editor

Sometimes you want more space between your paragraphs or between your heading and a paragraph. Do not use the enter/return key to create empty spaces. This can be confusing for screenreaders. Instead, use the Paragraph editor.

Space can be applied to the style so that extra space is added to all instances of that style, or you can add it to a single paragraph, header, etc.

Modify the Style

To make consistent space between all of your Heading 2's, for example, modify the Heading 2 style.

1. Right click the style in the styles in the ribbon, or use the dropdown menu in the styles pane, and select Modify style.
2. In the bottom left corner, use the “Format” dropdown to choose paragraph.

Styles > Right Click > ModifyFormat > Paragraph

For just one Paragraph or Heading

To alter the spacing on one paragraph or heading, right click on the text and select Paragraph.

Right click in text > Paragraph

Changing the Spacing

On the “Indents and Spacing” tab of the Paragraph window, in the Spacing section, adjust the amount of space before and/or after you paragraph.