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Have you ever opened a long report and found it hard to skim? Maybe the section titles are just bold text, so nothing stands out when you scroll. Microsoft has improved a tool in Word that spots this kind of problem and suggests a fix, which helps everyone and especially people who use screen readers.
What you need before you start
Before you begin, check three things:
- Word for Windows. This update applies to the Windows version of Word, not the Mac version.
- A Microsoft 365 subscription. Microsoft says the update is for people with this kind of subscription.
- Version 2610, Build 20620.20002 or later. You can check your version in Word's account or about settings.
Microsoft also says new features roll out in stages, so you may not see this right away. If the steps below don't match what you see, your version may not have it yet.
A quick note on terms: a screen reader is software that reads what's on the screen out loud or in braille, and a heading style is a built-in format, such as Heading 1 or Heading 2, that tells Word where a section begins.
Step 1 — Open the Review tab
Open the Word document you want to check. Across the top of the window, find the row of tabs (Home, Insert, Layout, and so on). Click Review.
Review is where Word keeps its proofing and checking tools. You don't need to change anything in the document yet. Just make sure it's open and that you're on the Review tab.
💬 Example: open a document named "Q3 Report" and click Review.
You'll know it worked when the Review tab's ribbon of tools appears below the tab row, including the option to check accessibility.
Step 2 — Run Check Accessibility
On the Review tab, select Check Accessibility. Word will scan the document and open Accessibility Assistant, which lists problems it found.
Think of Accessibility Assistant as a helper that reads your document the way a screen reader would, then tells you where the structure could be clearer. It doesn't change anything on its own. You decide what to fix.
💬 Example: after the scan, you might see a list of categories. Don't worry about all of them yet. We're looking for one in particular.
You'll know it worked when the Accessibility Assistant panel opens and shows a list of categories.
Step 3 — Choose Document Structure
In the Accessibility Assistant panel, select the Document Structure category.
This is where the new heading checks live. Microsoft says three rules now check for proper use of headings, and you'll see them grouped together here.
💬 Example: click Document Structure and look for entries about headings.
You'll know it worked when you see three heading-related rules listed under Document Structure.
Step 4 — Understand the three heading rules
Each rule catches a different problem. Here's what each one looks for:
- Missing required headings. If you have three or more paragraphs in a row with no heading after a page or section break, Accessibility Assistant nudges you to add one. Long stretches of text with no title make a document hard to scan.
- Visually styled headings. This flags text that looks like a heading because it's bold or larger, but doesn't use a real heading style. Bold text looks like a title to your eyes, but a screen reader and the Navigation Pane can't tell it's a section.
- Multi-line headings. If three or more paragraphs in a row use the same heading style, Word suggests merging them into one heading. This often happens when a title accidentally breaks into several lines.
Microsoft explains that visual formatting alone doesn't create structure. It only creates the look of structure.
💬 Example: a bold line that reads "Budget Summary" in plain text will likely be flagged under visually styled headings.
You'll know it worked when you can name what each of the three rules is checking for.
Step 5 — Fix a visually styled heading
Pick one flagged item, and find the text it points to in your document. Select the whole heading, then apply a built-in heading style, such as Heading 1 for main sections or Heading 2 for subsections.
Why bother? Real heading styles show up in the Navigation Pane and the Table of Contents. They also help a screen reader jump from section to section, instead of reading every line in order. Microsoft notes that these same headings help AI tools like Copilot understand and summarize your document.
💬 Example: select "Budget Summary," apply Heading 1, and keep the text itself the same. Only the style changes.
You'll know it worked when the heading appears in the Navigation Pane and the Accessibility Assistant flag for that text goes away after you rerun the check.
Step 6 — Fix multi-line and missing headings
For a heading that broke across several lines, merge the paragraphs into one. Put your cursor at the end of the first line, delete the break, and keep the text together. Then apply a single heading style to it.
For a long stretch of text with no heading, add a short title at the top of that section and apply a heading style. Keep it brief, such as "Findings" or "Next Steps."
💬 Example: a section that starts with three short lines in Heading 2 might become one line, "Customer Feedback," in Heading 2.
You'll know it worked when the heading shows as a single entry in the Navigation Pane and the related flag disappears on the next check.
Step 7 — Send feedback if something seems off
If the suggestions don't match what you expected, you can tell Microsoft. Open Accessibility Assistant and select Give Feedback.
Microsoft says it wants to hear how the update is working, so feedback helps shape future versions.
💬 Example: write "This bold line is a section title, but it was flagged as a visually styled heading" to explain the situation.
You'll know it worked when the feedback window opens and you can send your comment.
Common mistakes
- Mistake: making text bold and calling it a heading. The fix is to apply a real heading style, such as Heading 1, so Word and screen readers can see the structure.
- Mistake: fixing headings before running the check. The fix is to run Check Accessibility first, so you can see exactly which spots need attention.
- Mistake: using several heading styles for one title. The fix is to merge the lines into one paragraph and apply a single style.
- Mistake: assuming you're missing the feature. The fix is to check your version and remember that rollouts take time.
Wrap-up
Accessibility Assistant in Word for Windows can now point out headings that are missing, faked with formatting, or split across lines. Start by opening a document, selecting Review and then Check Accessibility, and choosing Document Structure. Then apply real heading styles to one section. Open a document you already have today and run the check. It takes only a minute, and you'll see your document's structure the way a screen reader does.