MS Word Chapter 2: Document Structure


Section 2.1: Creating Headers

  1. Go to the Insert Tab.

    The Insert Tab in MS Word
  2. Find the Header & Footer Panel and select your chosen header format.

    Header and Footer Panel with buttons to create a header to the left, footer in the center, and page numbers to the right.
  3. After creating your Header or Footer, type in your information and duplicate. Place the duplicated info underneath the Title. This is important because screen readers cannot read headings, unless directed too. By duplicating the text from the header, you are allowing the screen reader to see the information and read that to the reader.

    A header is created in the top left corner of the page saying Classified - Do Not Distribute

Section 2.2: Creating a Hierarchy

Hierarchies are divided into two parts, Parents and Child. Every “child” has a “parent” and a “parent” can have multiple “children”. Think of a “parent” as a section of a list, the “children” are the multiple parts of a section in a list.

  1. In this example, the “Vacation Planner” text is a parent. The Itinerary, Planning Ahead, Stuff to Pack, and Airline sections are the children. The Itinerary section is also the parent of the days of the cruise groups and so on.

  2. Hierarchies can have an endless number of layers. For this example, we can add events that will happen on each day. If we want to go surfing in Aruba, you can add a child to the Aruba subsection. Now the subsection Aruba is now a parent and Surfing is a child. Keep in mind that Aruba is still a child of the Itinerary. You can check this by going to the search menu and typing in Outline.

Section 2.3: Creating Headings for a Hierarchy

When creating headings, you want to be sure that each section has the correct style. Styles can change the size of the text, the spacing, color of the font, and most importantly, the text’s place in the hierarchy. It also allows your text to stand out so readers and e-readers will know when a section starts and ends.

In this example, the headings are listed but lack any meaningful style. The list will not help readers notice the beginning or end of a section.

Follow these steps to create accessible headings for your hierarchy.

  1. Type in your headings, in this example, we will use a cruise ship vacation itinerary. Be sure that your text is descriptive enough that readers will know what is happening in each section.

In this example, the headings are listed but lack any meaningful style. The list will not help readers notice the beginning or end of a section.

  1. Highlight your text at the top. Go to the “Styles Panel” in the Home Tab and select “Title ”. Note, you do have the ability to change the styles font by highlighting your text and right clicking the style you are using and clicking Update “Heading” to Selection.

  2. Highlight your text that you want for your first group. In this case we will use “Vacation Planner” Go back to the “Styles Panel” and click “Heading 1”.

  3. Highlight your text that are going to be in a group. Go back to the “Styles Panel” and click “Heading 2”.

  4. Your hierarchy is established, and now readers will be able to tell where the section starts and ends. Be sure to open the Navigation Panel to be sure the hierarchy is established. The items in with Heading 2 must be under the items with Heading 1.

In this example, the headings are listed with a meaningful style.

Section 2.4: Creating Tables with Accessible Headings

  1. Go to the Insert Tab, find the Table Button and create your table.

  2. After typing in the information for the table, be sure to give the table a designated heading.

  3. Microsoft Word provides you with header cells in the table automatically. If you want them or not, you can change them by going to the Table Style Options box in the Table Tab.

Section 2.5: Table of Contents

  1. Create a Table of Contents after you have made all of your sections and subsections for a project. It could be a syllabus, a business plan, or anything. Once you have created your content, go to the References Tab and click Table of Contents. Choose your preferred style.

  2. Refer to the Navigation Panel for guidance and to be sure that you have an established hierarchy. If you typed in your information and used proper headings, the Table of Contents can be made completely for you. If you made mistakes, you should definitely edit the styles and headings in your text. Make sure your hierarchy in the navigation panel is in semantic order.

Section 2.6: Specifying the Language

  1. Go to the File Menu.

  2. Select the Options button in the bottom left corner.

  3. In the Word Options panel, select Language.

  4. Under Choose Editing Languages, select the editing language you want used.

  5. Select Set as the Preferred.

Section 2.7: Specify Language of Parts

This is useful for when parts of a paper are written in another language, like a quote.

  1. Highlight the text that is written in another language, in this case, French and Japanese.

  2. Go to the Review Tab, select the Language Button, then click Set Proofing Language option.

  3. Choose your language in the pop up box.

For some languages (like Japanese) you may have to download the necessary tools to get the language recognized by Microsoft Word.

Section 2.8: Adding Footnotes

  1. Highlight your text.

  2. Go to the References Tab and click “Insert Footnote”.

  3. Type in a label for your footnote at the bottom of the page.

Section 2.9: Columns

  1. Open a Microsoft Word Document, and go to the Layout Tab.

  2. Click Columns and select the number of columns you want added.

Section 2.10: Adding Page Numbers

  1. Open a blank Word Document, and go to the Insert Tab.

  2. In the Header & Footer section, click Page Number.

  3. Select the page number style you would like. For this example choose Bottom Page > Plain Number 3.