Summary
This article explains how using built-in heading styles in Microsoft Word improves document accessibility and organization. Proper heading structure (Heading 1, Heading 2, Heading 3, etc.) creates a logical hierarchy that allows assistive technologies, such as screen readers, to navigate content effectively. Using a fox-themed example, the article demonstrates how to organize content and provides simple steps for applying heading styles to create clear, accessible documents for all users.
Body
Relevant to: faculty, staff, and students
This article contains information considered accurate at the time of publishing. Technology updates, changes in University security practices, policies and procedures may effect the information in this article - updates to articles are scheduled on a periodic basis and will address any required changes.
Introduction
In this example we're using information about different types of foxes to demonstrate how proper heading structure supports accessibility. Headings are a styles tool whose purpose is to create a logical structure that allows assistive technologies to understand how content is organized. Applying Word's built in headings styles provides meaningful navigation for users of assistive tech as well as visual organization to sighted learners. Where sighted learners would scan content visually, learners with low vision or blindness rely on the application of heading styles to accomplish the same via assistive tech.
From Formatting to Function: Structuring your Content
Before applying headings, it is important to determine how your content is organized. What is the overall topic? What are the main sections? Are there subsections? For example, the main topic would be assigned a Heading, the main sections would be assigned a Heading 2, and the subsections would be assigned Heading 3, and so on.
The Fascinating World of Foxes (Heading)
The Red Fox (H2)
Physical Characteristics (H3)
- Reddish-orange fur
- Bushy, white-striped tail
- Medium-sized body
Habitat and Range (H3)
- Forests and grasslands
- Rural and urban environments
- Northern Hemisphere
The Arctic Fox (H2)
Physical Adaptations (H3)
- Thick, insulating fur
- Seasonal coat color change
- Compact body for heat retention
Habitat and Survival (H3)
- Arctic tundra
- Extreme cold adaptation
- Snow-covered environments
The Fennec Fox (H2)
Distinctive Features (H3)
- Large ears for heat regulation
- Pale fur
- Small body size
Desert Lifestyle (H3)
- North African deserts
- Nocturnal
- Water Conservation adaptations
Activating your Structure through Heading Styles
Follow these steps to apply headings.
- To apply the heading to the "Fascinating World of Foxes" highlight the text from the Home position on the Task Ribbon.
- From the Home position on the Styles Panel, select Heading 1. The Task Ribbon organizes the tools horizontally, however, if you prefer to work with a vertical list, select the down arrow at the corner of the Styles Panel to activate the Styles Box where you can select the heading level from a list.
- To apply the H2 level to the types of foxes featured in the resource, highlight "The Red Fox," press and hold the CTRL button, highlight Arctic and Fennec Fox, release the CTRL button, and select H2. If you're uncomfortable using the CTRL short cut described, you can highlight the content and apply the headings one at a time.
- Repeat this process to apply H3 levels to the subcategories listed.
- Voilà! With just a few simple steps you've created a document that is easier to navigate and more accessible for all users.
