Why Headings Matter
Headings do more than make text look big — they create the structural skeleton of a document. Screen reader users navigate by headings the way sighted users scan a page visually. They can pull up a list of all headings and jump directly to the section they need.
⚡ Quick Rules
- One H1 per document
- Don't skip heading levels
- Use real heading styles, not visual formatting
- Use built-in list tools, not manual bullets or numbers
When you use real heading styles instead of just making text bigger and bolder, you:
- Give screen reader users a navigable outline of your document
- Create an automatic table of contents in Word and PDF
- Improve readability for everyone
How Headings Work
Headings follow a hierarchical structure, just like an outline:
| Heading Level | When to Use It |
|---|---|
| Heading 1 (H1) | The document title — one per page or document |
| Heading 2 (H2) | Major sections |
| Heading 3 (H3) | Sub-sections within an H2 |
| Heading 4 (H4) | Sub-sections within an H3 (use sparingly) |
Rules
- One H1 per document — the title
- Don't skip levels — don't jump from H1 to H3 (H1 → H2 → H3)
- Use heading styles, not visual formatting — bold + large font is not a heading
Common Mistakes
| ❌ Mistake | ✅ Correct Approach |
|---|---|
| Using bold or large font instead of heading styles | Apply Heading 1, Heading 2, etc. from the Styles pane |
| Using headings just for visual appearance | Use headings for structure; use styles for appearance |
| Skipping heading levels (H1 → H3) | Always go in order: H1 → H2 → H3 |
| Multiple H1s in one document | One H1 only — use H2 for major sections |
| Using all-caps or colored text to indicate a heading | Apply the actual heading style |
Document Structure Beyond Headings
Lists
Always use the built-in list tools in your application — never type bullets (•) or numbers manually. Built-in lists tell screen readers "this is a list with X items," which helps users understand the content structure.
| ❌ Don't | ✅ Do |
|---|---|
| Type "• Item 1, • Item 2" | Use the Bullets button in Word/Drupal |
| Type "1. First, 2. Second" | Use the Numbering button in Word/Drupal |
Paragraphs and Spacing
- Use real paragraph styles, not multiple line breaks (Enter/Return) for spacing
- Use the spacing/paragraph settings in your tool to control space between paragraphs
Columns and Layout
- Use built-in column tools, not tabs or spaces to simulate columns
- Use text boxes sparingly — they can cause reading order issues (see Reading Order)
Accessibility Checkers
Word, PowerPoint, and Adobe Acrobat all have built-in accessibility checkers that flag heading issues. See the Guides section for tool-specific steps.