Google Docs Chapter 3: Document Structure

Owned by Daniel LaGrow, created
Last updated: Apr 25, 2024
6 min read

 Instructions

Section 3.1: Creating Headers

Unfortunately, screen readers cannot read headings, unless directed too. If you need to make headings for a project, you should duplicate the text from the header. This will allow the screen reader to see the information and read that to the reader.

  1. Go to the Insert Tab

    The Insert Tab in Google Docs

  2. Select Headers & Footers, then choose whether you want to create a Header or Footer.

  3. After creating your Header or Footer, type in your information and duplicate. Place the duplicated info underneath the Title.

    A document with a header created that says Classified - Do Not Distribute. The text is copied under the documents title.

Section 3.2: 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, spacing, color, 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 vacation plan. Be sure that your text is descriptive enough that readers will know what is happening in each section.

  2. Highlight your text that you want the screen reader to read first. In our example, we will highlight “Family Vacation 2024.” Go to the Main Tool Bar and select the Styles dropdown box. Then change it from Normal Text to Title.

  3. 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”. Then highlight the text you want within that group and create a Heading 2.

  4. Repeat this process for any additional levels and groups in your project. In our example, we have each day of the trip set as a Heading Level 3. Any event for the day is a Heading Level 4.

  5. Your hierarchy is established, and now readers will be able to tell where the section starts and ends. Be sure to check the outliner for the hierarchy. The items in with Heading 2 must be under the items with Heading 1.

Note: Be sure to not skip the hierarchical levels. If you have “Vacation Planner” as Heading 1 and “Itinerary” as Heading 2, Aruba cannot be Heading 1, 2 or 4. Aruba, Curacao, and the rest of them in the Heading 3 section must all have the same heading style.

Section 3.3: 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 2024” text is the parent. The Itinerary, Planning Ahead, Stuff to Pack, and Airline sections are the children. The itinerary section is also the parent of the individual 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 clicking on the “Show Document Outline” button. The outliner will show you the full document’s structure. Use the outliner to be sure that all of your content is in the right order.

Section 3.4: Table of Contents

Once you have finished writing an essay, book, syllabus, project, it is time to create a Table of Contents. A Table of Contents is very beneficial because it will give screen readers an outline of the project. Screen readers can read the outline to the reader without having to read dozens of pages of text. To create a Table of Contents,

  1. Go to the Insert Tab and click Table of Contents.

  2. The Table of Contents has been created. It will look like the Outliner on the left side of the screen, and it includes page numbers. This is a good way to be sure that all of your content is in the correct order.

  3. Once you have your Table of Contents, you can customize it to the way you like it. Just be sure that you follow the accessibility guidelines while making changes.

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. After you have done that, go to the Table of Contents Section and click Update Table. This will rearrange your Table of Contents to fit your new format.

Section 3.5: Columns

Screen readers can read columns as long as they are created in the layout tab. Keep in mind that screen readers will read the left column first, then the right column by default. To add columns,

  1. Go to the Format tab. Do not use the tab key.

  2. Click Columns and create two columns.

Section 3.6: Adding Footnotes

If you are using footnotes in your document, they need to be created through the Insert Tab. Endnotes are read as normal text but are not automatically read. Screen readers like NVDA will announce their presence and the user can choose to read them.

  1. Highlight your text.

  2. Go to the Insert Tab and click Footnote.

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

Section 3.7: Adding Page Numbers

Page Numbers are very beneficial because they help readers navigate your project and know what page they are on. To add page numbers,

  1. Go to the Insert Tab.

  2. Click Page Numbers and choose your format.

Section 3.8: Specifying the Language

You can choose from more than 100 languages in Google for your project. To manually change the language,

  1. Click the File Tab.

  2. Click Language and select the language you are using. Google Docs gives you several languages to choose from.

Section 3.9: Specify Language of Parts

Google Docs allows you to have two languages in a single document. Keep in mind that a spell checker will only work for one language at a time.