Accessible Word (implementation guide)

5.3. Heading levels

There are no headings below level 6.

What is meant by this?

Heading levels in Word refer to the hierarchy of headings in the document. Each heading has a level numbered from 1 to 9, with level 1 being the highest level and level 9 the lowest. The heading level determines the visual presentation and positioning of the heading in the document. A heading of level 1 is normally larger than a heading of level 2 and following. An example of a "Heading 6" in decimal format looks like this: 1.1.1.1.1.1.

Why is it important?

To ensure that the hierarchy of headings in a document is comprehensible, you should only use headings up to the sixth level, starting from the first level (heading 1) to the sixth level (heading 6). A missing or opaque hierarchy can impair the readability of the document and thus its accessibility. In addition, if a Word document is later saved as a PDF file, the headings beyond the sixth level may no longer be adopted. This means that important content and orientation is lost. Too many subheadings can also quickly lead to confusion and make it difficult to find your way around the document.

How can I implement/check it?

The use of headings up to the sixth level can be implemented by only using the style sheets for headings up to the sixth level and ensuring that they are arranged in a clear hierarchy. The "Headings" function in Word can also be helpful here to check and adjust the hierarchy and the number of levels.

To avoid or check headings below the level, there are different procedures for the Mac and Windows operating systems:

For Mac:

1. Click on the "Start" tab at the top of the menu bar.
2. Click on the "Format templates" button.
3. A menu opens with possible format templates such as "Title", "Heading 1", "Heading 2" etc.
4. Under "Current style" you can see which style has been selected for the heading.
5. Make sure that the selected heading level is not higher than "Heading 6".
6. Alternatively, you can also open the navigation area and view the levels of the headings there.
7. To do this, click on "View" in the menu bar at the top.
8. Then activate the "Navigation area" option.
9. Click on the "Document structure" button in the navigation area.
10. There you will see the levels of the headings and can also check them.

For Windows:

1. Click on the "Start" tab in the menu bar.
2. Click on the "Format templates" button or on the arrow button pointing downwards.
3. A menu opens with possible format templates such as "Title", "Heading 1", "Heading 2" etc.
4. See which style sheet was used for your heading. This is marked by a grey frame.
5. Make sure that the style "Heading 7" or higher is not selected for any heading.

Alternatively, you can also open the navigation pane and view the levels of the headings there. To do this, click on "View" in the menu bar at the top and then activate the "Navigation pane" option.