Why Actual Headings Matter
Good headings provide a road map. They help us preview a document, decide where to go first, and find the information we’re looking for.
For sighted users, any text that’s significantly bigger and bolder can function as a heading. It stands out and catches the eye. But font size doesn’t mean anything to assistive technology (AT) tools like screen readers. Users who rely on AT to navigate need functional landmarks instead.
How to Add Headings in O365 Products
In Microsoft Word, text styles are located in the main ribbon. In Outlook and other products, they’re located under “Format Text.”
To apply a heading, highlight the text you want to style, then click the desired heading level. See a video demo here: How to apply headings in Microsoft products.
If you don’t like the default Microsoft styles, you can customize the styles to whatever color, font size, or font weight you prefer.
Using Heading Levels Correctly
To keep the navigation accessible, always apply heading levels in hierarchical order and don’t skip levels. Heading 1 should indicate a section title, Heading 2 should indicate a subsection, and so on. Taken together, your headings should create a logical, structured outline of your document.
More Reasons to Use Headings
- All readers benefit from well-organized material!
- Breaking up big blocks of text makes reading easier.
- Consistent formatting makes your documents look polished and professional.
- Accessible documents become accessible PDFs when converted.
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