5. Headings

Content: Creating Headings, First Heading, Heading Levels, Heading Order, Numbering of Headings, Headings and Captions.

5.1 Creating Headings

Headings are created using styles.

Further information

What does this mean?
When creating headings, styles should be used instead of manually highlighting text with bold or underlining. This creates a clear document structure, which enables screen readers and text-to-speech software, for example, to interpret the document more effectively and present the content correctly.

Styles are predefined formatting settings that can be applied to text or paragraphs. They contain preset formatting properties. Using styles allows headings to be formatted consistently, quickly, and easily, ensuring that the document has a clear and organised appearance. In addition, styles make it easier to navigate the document, since headings can be included automatically in the table of contents.

Why is this important?
If headings are formatted manually in Word, assistive technologies such as screen readers or text-to-speech software may not recognise them as headings, which can affect the accessibility of the document for blind and visually impaired users. In addition, manual formatting can lead to inconsistencies within the document, which may disrupt the reading flow and make navigation more difficult.

It is therefore important to ensure that headings are marked using styles in order to provide a consistent presentation and improved accessibility.

How can you implement/check this?
To create headings using styles, proceed as follows:

1. Select the text that you want to format as a heading.
2. Go to the Home tab.
3. Look for the Styles section.
4. Select a suitable style, for example Heading 1, Heading 2, or Title.
5. Click the selected style to apply it to the text.

If none of the existing styles meets your needs, you can create a custom style:

1. On Windows, click the down arrow in the Styles section. On a Mac, click the New Style option in the Styles Pane.
2. Select New Style.
3. Enter a name for the new style and define the desired formatting options.

To check headings, the procedure differs depending on whether you are using Mac or Windows:

Mac

1. Open the Word document you want to check.
2. Find the heading you want to check and click on it.
3. Open the Styles Pane. In the new window, under Current Style, you can see which style has been applied to the heading. The selected style is highlighted.
4. For headings, the Normal style should not be selected.

Windows

1. Open the document containing the heading you want to check.
2. Click the heading you want to check.
3. Go to the Home tab.
4. Click the Styles button or the down arrow in the Styles section.
5. A menu will open showing styles such as Title, Heading 1, Heading 2, and so on.
6. Check which style has been applied to the heading.
7. Make sure that an appropriate heading style has been selected and that the default style is not being used.
8. If necessary, change the style by clicking a different option.
9. Then check whether the formatting of the heading meets your requirements.

5.2 First Heading

The first heading uses the Title or Heading 1 style.

Further information

What does this mean?
The first heading in a Word document usually represents the title of the document and should therefore be formatted as Title or Heading 1. This formatting marks the beginning of the document and represents the highest level in the heading hierarchy, followed by lower-level headings.

A style in Word is a predefined formatting setting that can be applied to text to change its appearance. When the Title or Heading 1 style is applied, Word automatically changes the appearance of the text to mark it as a heading. Usually, the text becomes larger and bold so that it stands out from the rest of the document. This enables readers, as well as screen readers and text-to-speech software, to identify and distinguish headings and subheadings quickly. Styles can, however, also be customised.

Why is this important?
If the first heading in a Word document is not formatted correctly, this can create barriers, particularly for users who rely on screen readers or text-to-speech software. Correct formatting with the Title or Heading 1 style enables a screen reader to recognise where the document begins and what it is about. This helps users decide whether the document is relevant to them.

How can you implement/check this?

1. Select the text that is to serve as the first heading in the document.
2. Open the Home tab or the Styles menu to display the available styles.
3. Select the Heading 1 style to ensure that the heading starts at the highest level and is labelled correctly.
4. If the Heading 1 style is not available or does not meet your needs, you can create and customise a new style.
5. To do this, click the arrow next to Styles and select New Style....
6. Give the new style a meaningful name, such as Title, and click OK.
7. Select the new style and adjust the settings to suit your needs, for example font, size, and colour.
8. Use the new style for the first heading in the document and make sure that it starts at the highest level.

To check the style of the first heading, proceed as follows:

Mac

1. Locate the first heading, which should start at level 1.
2. Click the text of the first heading.
3. Click the Home tab.
4. Open the Styles Pane.
5. A menu will appear showing styles such as Title, Heading 1, Heading 2, and so on.
6. Check under Current Style whether the correct style has been selected.

Windows

1. Click the text of the first heading.
2. Go to the Home tab.
3. Click the Styles button or the down arrow in the Styles section.
4. A menu will open showing styles such as Title, Heading 1, Heading 2, and so on.
5. Check which style has been used for the first heading. It should be either Title or Heading 1.
6. If the correct style has not been selected, click the appropriate one.

5.3 Heading Levels

There are no headings below level 6.

Further information

What does this mean?
Heading levels in Word refer to the hierarchy of headings within a document. Each heading has a level, numbered from 1 to 9, where level 1 is the highest and level 9 the lowest. The heading level determines the visual appearance and structural position of the heading in the document. A level 1 heading is usually larger than a level 2 heading and the levels below it. An example of a Heading 6 in decimal structure would be 1.1.1.1.1.1.

Why is this important?
To ensure that the hierarchy of headings in a document is understandable, only headings up to level 6 should be used, from Heading 1 to Heading 6. A missing or unclear hierarchy can impair the readability of the document and therefore its accessibility. In addition, if a Word document is later saved as a PDF, headings below level 6 may no longer be transferred correctly. This can result in the loss of important structure and orientation. Too many sublevels can also quickly make a document confusing and harder to navigate.

How can you implement/check this?
You can ensure that headings are used only up to the sixth level by applying heading styles only up to Heading 6 and by arranging them in a clear hierarchy.

To check this, proceed as follows:

Mac

1. Click the Home tab.
2. Open the Styles menu.
3. Check which style has been selected under Current Style.
4. Make sure that no heading lower than Heading 6 is used.

Alternatively:

1. Click View.
2. Activate the Navigation Pane.
3. In the Navigation Pane, check the heading levels shown there.

Windows

1. Click the Home tab.
2. Open the Styles menu.
3. Check which style has been applied to the heading.
4. Make sure that no heading uses Heading 7 or any lower level.

Alternatively:

1. Click View.
2. Activate the Navigation Pane.
3. Check the heading levels displayed there.

5.4 Heading Order

If there are subheadings, each level is used in sequence without skipping a level.

Further information

What does this mean?
A clear and consistent heading hierarchy is important in order to ensure a logical and structured presentation of the content. If subheadings are used, all levels of the hierarchy should appear in sequence so that no level is skipped. For example, a Title should be followed by Heading 1, a subsection under Heading 1 should use Heading 2, and so on. This helps readers understand the relationship between the different sections of the document and makes navigation easier.

Subheadings are headings that appear below a higher-level heading within a document. They are used to subdivide and structure the content further. For example, a main heading might be Accessibility, under which subheadings such as Significance and Benefits appear.

Why is this important?
To ensure that the document is accessible to all users, clear and consistent subheadings should be present at every level. This is particularly important for users who have the document read aloud to them and rely on headings as a navigation aid.

A correct hierarchical structure ensures that users of screen readers and text-to-speech software can find content quickly and easily by moving from heading to heading. If the hierarchical structure is incorrect, however, it may be difficult to understand the relationship between headings and the corresponding sections of text.

How can you implement/check this?
To ensure that subheadings reflect every level of the hierarchy, clear and consistent formatting rules should be established. Word provides various functions for creating headings and subheadings at different levels, see section 5.1.

To check subheadings with regard to their level, proceed as follows:

Mac

1. Click the first heading in the document.
2. Go to the Home tab.
3. Open the Styles Pane or the styles menu.
4. Check under Current Style which style has been applied.
5. Make sure that the first heading has the Heading 1 style.
6. If there is a subheading beneath it, it should use the Heading 2 style, and so on.
7. Repeat these steps for all headings and subheadings in the document.

Windows

1. Click the View tab.
2. Activate the Navigation Pane in the Show section.
3. The Navigation Pane will display all headings created with heading styles.
4. Click the first heading in the Navigation Pane.
5. The document will scroll to the relevant location.
6. Go to the Home tab and open the Styles section.
7. Check whether the heading uses Heading 1.
8. Then select the next subordinate heading in the Navigation Pane and check whether it uses Heading 2.
9. Repeat this for all further subheadings.
10. If a level has been skipped, correct it for the relevant heading and all subsequent subheadings.

5.5 Numbering of Headings

Headings are numbered exclusively using Arabic numerals (1), not Roman numerals (I).

Further information

What does this mean?
In lists or headings, only Arabic numerals, for example 1, 2, 3, should be used for numbering, not Roman numerals such as I, II, or III.

Arabic numerals are the most widely used way of writing numbers today. They consist of the digits 0 to 9. Roman numerals, by contrast, are a numeral system that uses letters of the Latin alphabet to represent numbers.

Why is this important?
The use of Arabic numerals is the international standard for representing numbers and is used in communication and the exchange of information across different countries and languages. Roman numerals in headings can be challenging for some users and may lead to comprehension difficulties. This creates a language barrier. Screen readers and text-to-speech software may also have difficulty interpreting Roman numerals correctly, since they can be read either as letters or as numbers. For example, a screen reader may read V as the letter V rather than the number 5, which can lead to confusion or misunderstandings. This can be particularly problematic in more complex documents, where clear and accurate numbering is important for understanding the content.

How can you implement/check this?
To ensure that only Arabic numerals are used for numbering in lists or headings, check the numbering settings for the relevant headings and lists in Microsoft Word and, if necessary, switch them to Arabic numerals. In Word, you can do this via the Home tab and then Numbering.

To check the numbering of headings, proceed as follows:

Mac

1. Check the formatting of the headings in the document.
2. If Roman numerals are used, convert them to Arabic numerals.
3. Right-click the Roman numeral you want to change.
4. Select Bullets and Numbering from the context menu.
5. Open the Outline tab.
6. Select a suitable heading structure, for example Heading 1, Heading 2, and so on.
7. If you want to change the number format, click Customise.
8. Confirm the changes by clicking OK.

Windows

1. Check the headings in the document to see whether they are numbered with Roman numerals.
2. If so, select the heading whose numbering you want to change.
3. Click the Numbering button in the Paragraph group on the Home tab.
4. Select an option with Arabic numerals from the Numbering Library.
5. If no suitable option is available, click Define New Number Format and choose an Arabic format.
6. Confirm your selection by clicking OK.
7. Repeat these steps for all headings that use Roman numerals.
8. Save the document.

Please note that converting Roman numerals to Arabic numerals may sometimes lead to unexpected results, depending on how the numbering was originally applied. The document should therefore be checked carefully afterwards.

5.6 Headings and Captions

Headings, figure captions, and table captions appear only once, are meaningful, and are easy to understand.

Further information

What does this mean?
Headings, figure captions, and table captions should appear only once in a document in order to improve its readability and clarity. It is also important that headings, figure captions, and table captions are meaningful so that they help readers understand the content of the relevant sections or elements quickly and effectively. Figure and table captions should also contain all necessary information to help readers understand the data or information presented and, where necessary, refer to the sources used.

Why is this important?
A clear structure is essential for understanding content quickly and easily. Headings and captions play an important role in this, as they help to structure the content of the document and make key sections and elements easy to identify. This is particularly important for users with visual impairments, learning difficulties, or reading difficulties, as a clear structure makes texts easier to access. A precise and meaningful heading, for example, enables readers to scan the text quickly and decide whether they want to continue reading. Figure and table captions should also be precise and meaningful in order to improve accessibility and ensure unambiguous identification. Clear and precise captions for figures and tables can also help to avoid misunderstandings and confusion, especially when several figures or tables appear in the same document.

How can you implement/check this?
When choosing headings and figure or table captions, you should follow a few basic principles:

1. Describe the content precisely: the heading or caption should be short and concise and should describe the content of the document or of the figure or table.
2. Use clear and concise language, adapting it to the target audience where necessary.
3. Use keywords: include relevant keywords that give readers an idea of what they can expect to find.
4. Use formatting: use a larger font size or bold type to highlight the heading or caption and make it easier to read.
5. Check for accuracy: ensure that the information in the heading or caption is correct and does not lead to misunderstandings.
6. Avoid repeated captions: avoid repeating captions or headings within the document to prevent confusion.
7. Consider the target audience: ensure that the heading or caption is tailored to the needs and knowledge of the target audience.
8. Use correct spelling and symbols: use correct spelling and grammar, and only use symbols and abbreviations that are understood by the target audience.

By following these principles, you can create headings, figure captions, and table captions that are appropriate to the content and easy to understand.

Placing an image or table caption precisely helps establish a clear connection between the caption and the associated element. In most cases, this can be done by right-clicking the element and placing the caption in the desired position so that it does not appear in isolation.

You can also check whether headings, figure captions, and table captions appear only once by searching the document specifically. The procedure differs depending on the operating system:

Mac

1. Press Cmd + F to use the search function.
2. Enter the heading or caption you want to check and press Enter.
3. Check all occurrences in the document to ensure that they are used only once as headings or captions.
4. Check whether the language used in headings and captions is clear and understandable for the target audience.
5. Avoid jargon or technical terms that the target audience may not understand.
6. Revise the headings and captions if necessary to make them clearer and more concise.

Windows

1. Open the Navigation Pane in Word by pressing Ctrl + F.
2. Enter the heading or caption you want to check in the search box.
3. Under the Results tab, only one relevant heading or caption should appear. If several results appear, the phrase may occur several times in the document.
4. Click through the results and check whether they are duplicate headings or captions or whether the phrase only appears in the body text.
5. Check that the headings and captions are written in clear and concise language. Avoid jargon or technical terms that the target audience may not understand.