Heading Structure (Documents) & Title/Layouts (Slides)

Introduction

The heading structure organizes content into a clear outline using levels (Heading 1, Heading 2, Heading 3...etc) to show sections and subsections. This structure helps readers scan and understand the document, and it allows screen reader and keyboard users to navigate by heading.

These instructions assume your formatting is already set. The goal is to add structure without changing how your content looks, so you gain accessibility benefits like navigation and structured reading. In Word and Google Docs, structure comes from heading styles. In PowerPoint and Google Slides, structure comes from using slide layouts and putting text in the built-in Title (and content) placeholders. If an accessibility checker shows you have no headings (or missing slide titles), this guide is a quick way to fix that and make your content easier for everyone to navigate.

Note: For screen reader consistency, do not use the document title tag. Instead, make your main title the Heading 1 style in both Word and Google Docs. Screen readers reliably interpret Heading 1, but not always the document title tag, especially in Google Docs. Using Heading 1 as your visible document title gives everyone more consistent access. For slide decks (PowerPoint/Google Slides), make sure each slide has a unique title in the Title placeholder so screen reader users can navigate slide-by-slide.

Why Headings Matter for Accessibility

Using built-in structure improves navigation and readability for all users, especially those who rely on screen readers or the keyboard. In Word, the Navigation Pane provides an overview and direct access to sections. In Google Docs, the Outline panel does the same. In PowerPoint and Google Slides, clear slide titles (in Title placeholders) and consistent layouts help users understand the organization of the deck and support assistive technologies that navigate by slide titles and reading order. Consistent structure helps everyone scan, find information, and ensures your content is well-organized.

How to Think About “Headings” Across Tools (Quick Mapping)

• Word / Google Docs: Use Heading 1, Heading 2, Heading 3…etc  (built-in heading styles).  

• PowerPoint / Google Slides: Use a slide layout with a Title placeholder and enter the slide’s main heading there (one unique title per slide). Use built-in content placeholders for body text when possible, and keep reading order logical.

Quick Summary Steps

Review the summary steps.  If you have questions, detailed step-by-step instructions are provided later within this document.

Microsoft Word

1. Open the Styles Pane from the Home tab.

2. Select your already-formatted first heading which is the title of the document.

3. Expand the Heading 1 and select Update Heading 1 style to match your selection.

4. Apply Heading 1, 2, or 3 styles to all appropriate headings and subheadings.  (Note that additional headings appear as an option as you use them.)

5. Use the Navigation Pane to review heading order and levels.

Google Docs

1. Select your already-formatted first heading which is the title of the document.

2. Mouse over Heading 1 from the style drop down and follow the arrow to see more options.

3. Select Update Heading 1 style to match your selection.

4. Apply updated Heading styles to other headings.

5. Use the Outline sidebar panel to confirm heading structure.

PowerPoint

1. Go to the slide with the title error.

2. Fix the error:

   • No title: add a short title in the slide’s Title placeholder.

   • Duplicate title: rename the title so it’s unique.

   • Missing title box/placeholder: change the slide Layout to one that includes a Title, then move your title into it.

3. Verify the title is in the Title placeholder (not a regular text box). Also, while you are here you can fix the reading order (title first, then the remaining content in the sequence you want it to read).

Google Slides

1. Go to the slide with the title error.

2. Fix the error:

   • No title: add a short title in the slide’s Title placeholder.

   • Duplicate title: rename the title so it’s unique.

   • Missing title box/placeholder: apply a slide Layout that includes a Title, then move your title into it.

3. Confirm the slide title is in the Title placeholder (not in a separate text box).

Expanded Instructions

Microsoft Word

Step 1: Select Your Already-Formatted First Heading

• If your main heading is not yet formatted as you like, adjust it first. Otherwise, just select your first heading.

Step 2: Open the Styles Pane and Update Style to Match

• Go to the Home tab click on the Styles Pane ARROW (not the button itself) to open the Styles Pane.  

• Do not click on "Heading 1" (This will change the style. Select “ctrl +z” to undo).  Instead Click on the Down Arrow on Heading 1 in the Styles Pane and choose "Update Heading 1 to Match Selection."
  Heading 1 will now reflect your heading’s existing formatting. 

Step 3: Apply Styles Across Document

• Select each main heading and apply Heading 1 style.
• Apply Heading 2 and Heading 3 for sections and subsections as needed.
• All your headings will retain your preferred formatting.

Step 4: Check Navigation Pane for Structure

• Go to the View tab and check the Navigation Pane. 

• Ensure all headings appear in the right order and levels.  You may click on any of the headings to jump to that section. 
• If an item is missing, confirm the correct style is applied.

Google Docs

Step 1: Select Your Already-Formatted First Heading

• If your main heading is not yet formatted as you like, adjust it first. Otherwise, just select your first heading.

Step 2: Apply Heading 1 and Update Style to Match

• Click the style dropdown and select "Heading 1". 
• With the heading still selected, open the style dropdown and choose "Update ‘Heading 1’ to match."

• Now the Heading 1 style uses your existing formatting. These instructions can be used to update each heading style. 

Step 3: Apply Updated Heading Styles Throughout Document

• For section headings, use Heading 2 and update the style using the instructions from step one as needed. For subsections, use Heading 3.
• Apply these updated heading styles to each relevant heading to preserve formatting.

Step 4: Review in Outline Panel

• Click "View" and "Expand tabs & outlines sidebar" 
• Confirm heading structure and order in the Outline panel. 
• If headings are missing, check that correct styles are applied.

PowerPoint

Step 1: If the Error is “No Title”

• Click in the slide’s Title placeholder (the area that typically says “Click to add title”) and type/paste a short, descriptive title. 

Step 2: If the Error is “Duplicate Title”

• Edit the title so it’s unique and specific. Examples:
  • “Agenda” → “Agenda — Week 3”
  • “Results” → “Results — Survey 1”

Step 3: If the Error is “Missing Title Box/Placeholder”

• Select the slide.
• Go to Home > Layout and choose a layout that includes a Title (e.g., Title and Content). 
  • Note: This will change the layout of the content of that slide to the layout you choose, but this is necessary to bring back the title box. 
• If your title is currently in a regular text box:
  • Click the text box, select the title text, cut (Ctrl/Cmd+X).
  • Click the Title placeholder and paste (Ctrl/Cmd+V).

Step 4: Verify it’s the Real Title Placeholder

• Open the Selection Pane (search “Selection Pane” in PowerPoint).
• Click the title on the slide and confirm it’s labeled Title (not TextBox).
• While you’re here, verify the reading order by dragging items into the order they should be read: title first, then the remaining content in the sequence you want it to be read on the slide.  This is covered in the reading order section.

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Google Slides

Step 1: If the Error is “No title”

• Click in the slide’s Title placeholder and type/paste a short, descriptive title. If you don’t see a Title placeholder, follow Step 3 below. 

Step 2: If the Error is “Duplicate title”

• Edit the title so it’s unique and specific. Examples: “Agenda” → “Agenda — Class 2” “Overview” → “Overview — Project Timeline”

Step 3: If the Error is “Missing Title Box/Placeholder”

• Select the slide. Go to Slide > Apply layout (or the Layout dropdown) and choose a layout that includes a Title.
  • Note: This will change the layout of the content of that slide to the layout you choose, but this is necessary to bring back the title box. 
• If your title exists in a separate text box:
  • Select the title text, cut (Ctrl/Cmd+X).
  • Click the Title placeholder and paste (Ctrl/Cmd+V).

Step 4: Verify the Title is in the Title Placeholder

• Click the title area: it should behave like part of the layout (not a free-floating text box).
• If you still have both a title placeholder and a separate title text box, keep the placeholder title and remove the extra text box (or convert it by moving the text into the placeholder).

Accessibility Tips: Word and Google Docs

• Use built-in heading styles: Apply Heading 1, Heading 2, Heading 3 from the Styles menu (Word) or style drop down (Docs), not manual formatting (bold/size) alone. Use Heading 1 once:

• Use Heading 1 only one time as the main document title. Use Heading 2 for major sections and Heading 3 for subsections.

• Maintain a logical hierarchy: Use heading levels in order and don’t skip levels.
• Use clear, descriptive headings: Headings should briefly describe the section that follows.

Accessibility Tips: PowerPoint and Slides

• Use the Title placeholder: Put the slide title in the built-in Title box that comes with the slide Layout (not a regular text box).

• One unique title per slide: Make each slide title short, specific, and unique.

• If the Title box is missing: Apply a layout that includes a Title placeholder, then move your existing title text into that placeholder.

Additional Resources:

• Headings for Websites

• U-M Accessibility Basics: Headings