How to use style elements like headings in a hierarchical manner | Section 508 for Word

In today’s post, we’re diving into how to effectively use styles in Microsoft Word to ensure your documents meet Section 508 accessibility standards.

Video Guide

Understanding and applying hierarchical heading styles in Word is crucial for creating content that is both navigable and accessible. Imagine you’re outlining a battle plan where each section of your strategy must follow logically from the one before it. In the world of document design, this means using headings in a sequential order.

Mastering Heading Styles for Better Navigation

Let’s start by exploring what this means in practical terms. In a document, headings serve as the backbone of your content structure. They’re like the titles and major points of a wrestling match, setting the stage for each subsequent move. Skipping a heading level can disorient your readers, much like a wrestler skipping a beat can disorient their opponent.

For example, in the document I’m working on, I have applied some heading styles already. To view these, I use the shortcut Ctrl+F, then navigate to the headings menu. Initially, I have only Heading 1 selected. To insert a Heading 2, I simply move to the section that warrants this level and select Heading 2 from the Styles menu. This method allows me to maintain a coherent structure, building an outline visible on the navigation panel to my left.

Common Mistakes with Heading Styles

But what happens if I disrupt this order? Let’s say I apply a Heading 4 directly after a Heading 2. On the navigation panel, this appears overly indented, indicating a break in the logical flow. This not only looks odd visually but also poses accessibility issues, especially for users relying on screen readers like JAWS. They might experience confusion when the document jumps from one heading level to a non-sequential one, expecting content that logically follows but doesn’t.

To demonstrate, I apply the headings throughout the document and then activate JAWS to hear how the screen reader navigates the content. As I suspected, the disordered headings lead to a disjointed experience, underlining the importance of maintaining a structured heading hierarchy.

Now, if I’ve missed applying a heading—like on page two—I’ll correct it. Next, I pull up the list of headings. Adjusting the settings allows me to view headings by levels: ones, twos, threes, and fours. Surprisingly, I find a Heading 4 without a preceding Heading 3, a clear navigational hurdle.

Ensuring headings follow in sequential order is key to maintaining the document’s accessibility.

Today’s tutorial is part of a larger series focused on fulfilling Section 508 requirements for Microsoft Word. Check out my exhaustive free checklist to help you manage this process.

Download the Free Section 508 Checklist for Microsoft Word:

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!