Document structure and headings
Overview
Proper document structure is the foundation of accessible Word documents. Well-structured documents with logical headings enable screen readers to navigate content efficiently and provide all users with a clear understanding of the document's organization and hierarchy.
Microsoft Word provides built-in heading styles that create both visual formatting and semantic structure, making documents accessible to assistive technologies while improving the reading experience for all users.
Importance of proper headings
Headings serve multiple accessibility purposes:
- Navigation: Screen reader users can jump between headings to quickly find content
- Structure: Headings create a logical outline that helps users understand document organization
- Context: Headings provide context for the content that follows
- Skimming: Users can scan headings to find relevant information quickly
How screen readers use headings
Screen readers allow users to:
- Navigate by heading levels using keyboard shortcuts
- Generate a list of all headings for quick navigation
- Understand content hierarchy and relationships
- Skip to relevant sections without reading everything
Creating logical heading structure
A logical heading structure follows these principles:
Hierarchical organization
- Use only one Heading 1 for the document title
- Use Heading 2 for main sections
- Use Heading 3 for subsections under Heading 2
- Continue this pattern without skipping levels
Good example begins
Example: Proper heading hierarchy
- Heading 1: Annual Report 2023
- Heading 2: Executive Summary
- Heading 2: Financial Performance
- Heading 3: Revenue Growth
- Heading 3: Cost Management
- Heading 4: Operating Expenses
- Heading 4: Capital Investments
- Heading 2: Future Outlook
Good example ends
Using built-in heading styles
Always use Word's built-in heading styles rather than manual formatting:
Benefits of heading styles
- Automatic semantic markup for accessibility
- Consistent formatting across the document
- Easy global formatting changes
- Automatic table of contents generation
- Better compatibility with assistive technologies
How to apply heading styles
- Select the text you want to format as a heading
- Go to the Home tab
- Click on the appropriate heading style (Heading 1, Heading 2, etc.)
- Or use keyboard shortcuts: Ctrl+Alt+1 for Heading 1, Ctrl+Alt+2 for Heading 2, etc.
Bad example begins
Avoid manual formatting for headings
Don't create headings by:
- Making text bold and larger
- Using all caps
- Using underline or color alone
- Adding extra spacing
These approaches don't provide semantic meaning to assistive technologies.
Bad example ends
Document outline and navigation
Word provides tools to view and navigate document structure:
Navigation Pane
- Go to View tab
- Check Navigation Pane
- Click Headings to see document outline
- Click any heading to jump to that section
Creating a Table of Contents
- Place cursor where you want the table of contents
- Go to References tab
- Click Table of Contents
- Choose an automatic style
The table of contents will automatically include all text formatted with heading styles.
Best practices
- Use descriptive, meaningful heading text
- Keep headings concise but informative
- Ensure headings accurately describe the content that follows
- Don't use empty headings or headings with only numbers
- Maintain consistent heading style throughout the document
- Use the Navigation Pane to check your heading structure
- Test with a screen reader if possible