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Structuring Documents in Microsoft Word with Headings and Lists (Mac)

Properly structuring a Word document with headings, lists, and consistent formatting makes it easier to read, navigate, and understand for all users, including those using screen readers. Screen readers rely on heading styles and lists to help users jump between sections, understand the order of content, and interpret documents correctly. Clear structure is essential for accessibility, professional appearance, and overall readability.

This guide will explore how to add headings, format lists, and other formatting considerations in Microsoft for Mac. 

 

1. Using Headings to Organize Your Document

Headings create sections and subsections, allowing readers—and screen readers—to quickly find and understand information. They also make it easier to view your document’s structure in the Navigation Pane. 

Steps to Apply Headings

  1. Select the text you want to make a heading.
  2. Go to the Home tab.
  3. In the Styles group, choose:
    1. Heading 1 for main sections
    2. Heading 2 for subsections of Heading 1
    3. Heading 3 for smaller subsections within Heading 2
  4. Repeat for all section titles. 
    1. Screenshot of a Microsoft Word document with the words Exploring Literary Devices in large bold font, highlighted gray. In the ribbon, the Home tab is selected with the Heading 1 option of Styles on the right side, next to the Heading 2 option.

To see your structure, go to View → Navigation Pane → Document Map. Headings appear in an outline for easy navigation. 

Screenshot of a Microsoft Word document. In the ribbon, the View tab is selected with the Navigation pane option checked and the document map tab selected.

Editing Heading Styles

You may wish to change the font style, size, color, formatting, etc. of the heading styles in Microsoft word. To do so: 

  1. From the Home tab, open the Styles pane, and click the drop-down arrow next to the heading style that you wish to edit (e.g., Heading 1). 
  2. Select Modify Style.
    1. Screenshot of a Microsoft word document with the Home tab selected, the option to expand the Styles Pane is chosen with the heading 1 menu expanded and options listed, including Modify Style.
  3. Change the font, size, color, or spacing as desired and click OK to apply changes throughout the document. 
    1. A screenshot of a the Modify Styles pane with editing features presented and the blue OK option in the bottom right corner.
 

2. Using Bulleted vs. Numbered Lists

Bulleted Lists

Use when the order of items doesn't matter.

Example:

Vocabulary

  • metaphor
  • simile
  • personification

Numbered Lists

Use when order does matter, such as steps or instructions.

Example:

  1. Read the poem provided in class.
  2. Identify all examples of literary devices.
  3. Explain in 1-2 sentences how each device contributes to the poem's meaning.

Steps to Create a List

  1. Highlight the text you want in a list.
  2. Go to Home → Bullets or Home → Numbering.
  3. Select the bullet or numbering option of your choice.
    1. A screenshot of the Home menu ribbon with the bullet and numbering options appearing on the right side. The bullet menu is expanded and shows options for bullets that might be selected, including recently used bullets, the bullets library, document bullets, and the option to define a new bullet. The document appears in the background with a list of words highlighted to become a bulleted list.
  4. Press Enter after each item to add a new bullet or number.
  5. Use Tab to create sub-levels (indented bullets or numbers).

Tip: Properly formatted lists allow screen readers to announce the number of items or indicate bullets, helping users follow the content accurately.

 

3. Using Consistent Font and Formatting

Consistency makes documents easier to read for everyone, including those using assistive technology.

Tips for Consistent Formatting:

  1. Choose one font for headings (e.g., Arial Bold) and one for body text (e.g., Calibri).
  2. Apply heading styles to maintain uniform size, color, and spacing.
  3. Avoid using multiple fonts or colors for body text unless emphasizing key points.
 
 

Summary

  • Use Headings 1, 2, and 3 consistently to structure sections and subsections.
  • Use bulleted lists for unordered items and numbered lists for ordered steps.
  • Maintain consistent fonts throughout your document.
  • Structured headings and lists improve navigation and readability for all users, including those using screen readers. 
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