Creating Accessible Headers in Microsoft Word

Target Audience: Chaffey College Faculty, Staff, & Students

Compliance Standard: WCAG 2.1 AA / ADA Title II

Software Version: Microsoft Word 365 (Enterprise)

There are three distinct types of "Headers" in Microsoft Word. Using the correct type is critical for digital accessibility compliance.

Part 1: The Page Header

Definition: Content that repeats at the very top of every page (e.g., Document Title, Logo, Page Numbers). Accessibility Note: Screen readers generally skip page headers during standard reading flow. Do not put vital information here that isn't repeated in the main text.

Step-by-Step Instructions:

1. Navigate to Insert: Click the Insert tab in the top Ribbon.
   • Screenshot Tip: Capture the top Ribbon with the "Insert" tab highlighted.
2. Select Header: In the "Header & Footer" group, click the Header drop-down menu.
3. Choose "Edit Header": Ignore the templates. Click Edit Header at the bottom of the list. This opens the editable header area.
   • Screenshot Tip: Capture the dropdown menu with "Edit Header" highlighted at the bottom.
4. Insert Content: Type your text or insert the Chaffey logo here.
5. Configure "Different First Page" (Optional):
   • With the header open, a new purple tab appears at the top called Header & Footer.
   • In the "Options" group, check the box Different First Page.
   • Why: This allows you to have a logo on the cover page but standard page numbers on subsequent pages.
   • Screenshot Tip: Capture the "Header & Footer" tab focusing on the "Options" checkbox area.
6. Close: Click Close Header and Footer (red “X” button) in the ribbon to return to the document.

Part 2: Headings (Styles & Accessibility) — CRITICAL

Definition: Structural titles within the document (e.g., "1. Introduction", "2. Course Policy"). Accessibility Note: This is the #1 requirement for Title II compliance. You must use Styles. Manually bolding text does not create a navigational structure for blind users.

Step-by-Step Instructions:

1. Type & Select: Type your section title (e.g., "Course Requirements") and highlight it.
2. Open Styles: Go to the Home tab and look for the Styles gallery.
3. Apply Heading Level:
   • Click Heading 1 for the main document title (use only once per document).
   • Click Heading 2 for major section titles.
   • Click Heading 3 for sub-sections.
   • Screenshot Tip: Capture the Styles pane with "Heading 2" circled.
4. Customize the Look (Do not do this manually):
   • Right-click the Heading 1 (or 2) style in the Styles gallery.
   • Select Modify.
   • In the pop-up window, change the Font, Color, and Size.
   • Click OK.
   • Result: This updates every instance of that heading level while maintaining accessibility tags.
   • Screenshot Tip: Capture the "Modify Style" pop-up window showing formatting tools.

Part 3: Table Headers (Repeating Rows)

Definition: The top row of a data table (e.g., "Due Date", "Assignment Name"). Accessibility Note: If a table spans multiple pages, the header row must repeat visually and be programmatically tagged.

Step-by-Step Instructions:

1. Select the Row: Click anywhere inside the top row of your table.
2. Enable "Header Row" (Visual):
   • Click the Table Design tab (appears only when in a table).
   • Check Header Row in the "Table Style Options" group.
   • Screenshot Tip: Capture the ribbon with the "Header Row" checkbox marked.
3. Enable "Repeat Header Rows" (Functional/Accessible):
   • Click the Layout tab under "Table Tools".
   • Locate the Data group.
   • Click Repeat Header Rows.
   • Verification: Scroll to the next page to ensure the header repeats.
   • Screenshot Tip: Capture the Layout ribbon with "Repeat Header Rows" highlighted.