Headings and Bookmarks (MS Word)
Note: This page may apply to multiple individual checkpoints in CommonLook Office Global Access, depending on the standard selected.
When styles are used correctly in MS Word, assistive technologies are not only able to convey the document’s structure, but also allow users to navigate through the document.
The Purpose behind these checkpoints is for the user to ensure that styles have been used correctly in order to define the structure of the Word document and, through the creation of bookmarks, to facilitate user navigation.
CommonLook Office GlobalAccess will stop on this checkpoint if heading styles have not been used in the document or if the checkpoint preference is set to always stop. Refer to the section below on “Manual Style Checking” for instructions on how to change the checkpoint preference.
When the CommonLook Office GlobalAccess stops on this checkpoint, do the following steps:
For each of the Heading styles (Heading 1, Heading 2, etc) displayed in the “Styles in Document” list:
- All of the styles used in the document will be listed in the “Styles in Document” (upper) panel. Choose the first style.
- The “Style Usage in Document” (lower) panel will list all of the occurrences of the particular style chosen in step 1. Sequentially select each occurrence of the style. When selected, that particular section in the document will be highlighted as well. Verify that the correct style is being used for the highlighted text.
- Edit the Word document as needed, using proper headings or other styles. For example, Heading 1 should be used for the document title, Heading 2 is used to designate major sections in the document such as chapters, and Heading 3 is used for subsections within a particular chapter or major section.
Important Note: Headings should be assigned using the appropriate style; not simply created by changing font options such as size, boldness, underlined, etc.
- Repeat the steps above for the other styles listed in the “Styles in Document” (upper) panel.
By default, CommonLook Office GlobalAccess does not run this checkpoint unless headings have not been used in the document. However, when heading styles are used, this checkpoint may be run manually to verify that they have been used appropriately.
To run this checkpoint once, in the current document being worked on, click on the “All Checkpoints” tab (#1), choose the checkpoint from the list (#2), and then click the “Current Checkpoints” tab (#3). Follow the instructions as outlined above.
To set the software to run the checkpoint every time, even when heading styles are used in the document, click on the “All Checkpoints” tab and choose the checkpoint from the list. Next, click on the “Checkpoint Preferences” tab. Finally, click on “Checkpoint Navigation Mode” and, using the dropdown menu, set the mode to “AlwaysStop.”
When heading styles have been correctly assigned in the Word document, CommonLook Office GlobalAccess will use this information to generate bookmarks and page labels in the resulting PDF.
The screen shot below shows the checkbox in the Styles checkpoint to use in automatically creating bookmarks based on heading levels.
This checkpoint is relevant to the following regulations, guidelines and standards:
|Section 508 – 2001 Regulations (USA)||2001||“Web-Based Information & Applications”||Not Specified|
|W3C WCAG 2.0||2008||Web Content||SC 2.4.5|
|Health and Human Services – HHS (USA)||2013||PDF File 508 Checklist||ID 2.2|
|ISO 14289 (PDF/UA)||2012||PDF Technology||Section 7.4|