6. Headings

Content: Numbering of Headings, Headings and Captions.

6.1 Numbering of Headings

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

Further information

What does this mean?
In lists or titles, 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. The use of 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 as either letters or 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 presentations, 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 in PowerPoint, you can follow these steps depending on your operating system:

Mac

1. Select the list or heading you want to check.
2. Go to the Home tab in the menu bar.
3. Look for the Paragraph group. In this group, you will find the Numbering button with a drop-down arrow.
4. Click the arrow next to the button. A drop-down menu will appear.
5. In the drop-down menu, select the option that uses Arabic numerals.

Windows

1. Click the Home tab in the menu bar.
2. Select the list or heading you want to check.
3. Click the Numbering icon in the Paragraph group.
4. In the drop-down menu, select the Arabic numeral list format.

6.2 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 presentation 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 presentation 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 the content easier to access. A precise and meaningful heading, for example, enables readers to scan texts quickly and decide whether they want to continue reading. Figure and table captions should also be precise and meaningful in order to improve comprehensibility 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 presentation.

How can you implement/check this?
When choosing headings and figure or table captions, you should follow a few basic principles to ensure that they are appropriate to the content and easy to understand:

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 in the document or in the figure or table.
4. Use formatting: use a larger font size or bold type to highlight the heading 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 a figure or table caption in the right position helps to establish a clear connection between the caption and the associated element. In most cases, this function can be accessed by right-clicking on the element, which makes it easier to position the caption where it belongs and ensures that it does not appear in isolation.