Headings make text stand out and help people scan your document.
The simplest way to add headings is with heading styles. Using heading styles means you can also quickly build a table of contents, reorganize your document, and reformat its design without having to manually change each heading’s text.
-
Select the text you want to use as a heading.
-
On the Home tab, move the pointer over different headings in the Styles gallery. Notice as you pause over each style, your text will change so you can see how it will look in your document. Click the heading style you want to use.
If you don’t see the style that you want, click the More button
to expand the gallery.
to expand the gallery.Tip: You can change the font and formatting of a heading style. Just select the heading text you want to customize, modify its styles the way you want, and then on the Home tab, in the Styles group, right-click the heading style that you customized and click Update Heading to Match Selection. Every time you apply that heading style in your document, the heading style will include your customizations.
Styles can do a lot more, including a table of contents. Here’s a short video on why to write first and format later using Styles.
Headings can make text stand out and help people scan your document. The simplest way to add headings is to use heading styles.
-
Select the text you want to use as a heading.
-
On the Home tab, click the heading style you want to use.
If you don’t see the style you want, click a left, right, or down arrow to see more available styles.
Apply and Customize Headings in Word Documents
by Avantix Learning Team | Updated April 19, 2022
Applies to: Microsoft® Word® 2010, 2013, 2016, 2019, 2021 or 365 (Windows)
You can create headings in Microsoft Word documents by applying Word’s built-in heading styles (such as Heading 1 or Heading 2). After you have applied styles, you can modify them and change the font, size, color, and other formatting attributes so the entire document will update. Once you have applied heading styles, you’ll be able to navigate to the headings using the Navigation Pane and create a table of contents.
Recommended article: How to Hide Comments in Word (or Display Them)
Do you want to learn more about Microsoft Word? Check out our virtual classroom or in-person classroom Word courses >
Heading styles are very important because they create structure in your documents and are readable by screen readers or assistive technology programs used by people with vision impairments. They can also save you a lot of time formatting and reformatting documents.
In addition to creating structure, heading styles are also used to:
- Generate a table of contents
- Reformat a document using Style Sets
- Navigate using the Navigation Pane (select Navigation Pane on the View tab in the Ribbon)
- Rearrange a document using the Outline View
- Create a structured PDF (portable document format) file with heading tags
Note: Screenshots in this article are from Word 365 but are very similar in previous versions of Word.
Creating headings by applying Word heading styles
To create or designate headings, you will need to apply the built-in heading styles in order (Heading 1, Heading 2, Heading 3, and so) to paragraphs. There are 9 levels of headings available in Word.
Heading styles are technically available as paragraph and character styles, but it’s important to apply them as paragraph styles to entire paragraphs. A paragraph in Word is anything with a hard return after it (you have pressed Return or Enter).
Heading styles are affected by your theme choices (overall theme, color theme, and font theme). You can change theme options using the Design tab in the Ribbon.
To create headings by applying heading styles:
- Click in the paragraph (title or subheading) you want to designate or format as a heading.
- Click the Home tab in the Ribbon.
- Click the heading style you want in the Styles Gallery (such as Heading 1) in the Style group. You may need to click the More arrow on the bottom right of the Styles Gallery to view more styles and then click the style you want to use.
All available heading styles do not appear initially in the Styles Gallery. When you apply a heading level (such as Heading 3), an additional heading level should appear in the Gallery (such as Heading 4).
The Styles Gallery appears on the Home tab in the Ribbon and typically displays top level headings:
If you click the More arrow on the bottom right of the Styles Gallery, an expanded gallery appears:
Modifying or customizing heading styles using the Styles task pane
If you modify heading styles, every instance of the modified style will change in your document. Not only will this save time, but it will also ensure consistency. There are many ways to customize heading styles in Word. In this article, we will modify heading styles using the Styles task pane.
The Styles task pane appears with styles in the document (you can change this display by clicking Options at the bottom of the task pane):
To modify or customize a heading style:
- Click the Home tab in the Ribbon.
- Click the dialog box launcher (diagonal arrow) on the bottom right in the Styles group. You can also press Ctrl + Alt + Shift + S. The Styles task pane will appear. If the task pane is floating, double-click the title bar.
- Click in a paragraph using the style you want to modify.
- Click the arrow to the right of the heading you want to modify in the Styles task pane and then select Modify from the drop-down menu. You can also right-click the heading style in the task pane and select Modify. A dialog box appears.
- In the Modify Style dialog box, select the desired options such as font, font size, font color, alignment, and line spacing. Buttons in this dialog box are comparable to those in the Ribbon.
- If you want to change some other formatting options (such as paragraph formats), select Format at the bottom of the dialog box and select other options from the drop-down menu.
- Select Only in this document so that the style is modified in the current document only.
- Do not select Automatically Update unless you want the document styles to update when a user changes heading formatting in the document. It’s typically best to leave this option unchecked.
- Click OK or press Enter. The entire document will change unless a heading has been manually formatted (which overrides the style). You can simply reapply the style if this occurs.
The Modify Styles dialog box displays the style name, the type of style and options for modifying the style:
When you save the document, the modified styles are also saved.
Styles are the most important formatting feature in Word to automate formatting in longer documents. Heading styles also have the added benefit of creating structured documents and are integrated with several other Word features such as generated tables of contents.
This article was first published on May 15, 2021 and has been updated for clarity and content.
Subscribe to get more articles like this one
Did you find this article helpful? If you would like to receive new articles, join our email list.
More resources
How to Create a Table of Contents in Word
14+ Word Selection Shortcuts to Quickly Select Text
How to Copy Styles Between Microsoft Word Documents Using the Organizer
How to Insert Reusable Text Snippets in Word with Quick Parts (Great Timesaver)
How to Convert a PDF to Word in Microsoft Word (for Free – No Third Party Programs Needed)
Related courses
Microsoft Word: Intermediate / Advanced
Microsoft Excel: Intermediate / Advanced
Microsoft PowerPoint: Intermediate / Advanced
Microsoft Word: Long Documents Master Class
Microsoft Word: Styles, Templates and Tables of Contents
Microsoft Word: Designing Dynamic Word Documents Using Fields
VIEW MORE COURSES >
To request this page in an alternate format, contact us.
Our instructor-led courses are delivered in virtual classroom format or at our downtown Toronto location at 18 King Street East, Suite 1400, Toronto, Ontario, Canada (some in-person classroom courses may also be delivered at an alternate downtown Toronto location). Contact us at info@avantixlearning.ca if you’d like to arrange custom instructor-led virtual classroom or onsite training on a date that’s convenient for you.
Copyright 2023 Avantix® Learning
Microsoft, the Microsoft logo, Microsoft Office and related Microsoft applications and logos are registered trademarks of Microsoft Corporation in Canada, US and other countries. All other trademarks are the property of the registered owners.
Avantix Learning |18 King Street East, Suite 1400, Toronto, Ontario, Canada M5C 1C4 | Contact us at info@avantixlearning.ca
This tutorial shows how to create headings in Microsoft Word. First, we’ll look at how to create headings using Word’s built-in styles. Then, we’ll look at how to customize Word’s built-in heading styles to your preferred font, font size, alignment, and color.
Table of Contents
- How to Create Headings Using Word’s Built-In Heading Styles
- How to Customize Word’s Built-In Heading Styles
Before jumping to the tutorial, let’s discuss the importance of using Word’s heading styles.
Why Are Heading Styles Important?
You can make any text in Word look like a heading by using a large font size. However, you won’t have access to several important features if you use a large font size rather than Word’s official heading styles. For example, Word’s heading styles help you perform the following tasks:
- Create an automatic or custom table of contents
- Create bookmarks in a PDF using Adobe Acrobat
- Use Word’s outline feature
- Use Word’s Navigation pane
Most importantly, screen reading software can identify your heading hierarchy based on Word’s styles. If you only use a large font size for headings, people who use screen readers will have less information about how your document is organized.*
This tutorial’s companion video shows all the steps in real time.
Watch more than 200 other writing-related software tutorials on my YouTube channel.
The images below are from Word for Microsoft 365. The steps are the same in Word for Microsoft 365 for Mac (a.k.a., Word for Mac), Word 2021, Word 2019, and Word 2016, and similar in Word 2013 (PC only).
How to Create Headings Using Word’s Built-In Heading Styles
The following steps show how to create headings using Word’s built-in styles.
- Select the text you want to turn into a heading. (Or, move your cursor to a blank line where you want to type your new heading during the next step.)
- Select the Home tab in the ribbon.
- Select the appropriate heading level in the Styles group. (If you didn’t select existing text during step 2, type your new heading text after making your selection.)
Pro Tip: Word includes nine heading levels, although only a few will appear in your Styles group when you open a new document. Additional heading levels will appear after you use higher-level headings. For example, Heading 3 will appear after you use Heading 2.
The selected text will be formatted with the new heading style immediately.
- Deselect the heading and then press Enter (PC) or Return (Mac) on your keyboard to move your cursor to the next line. The heading formatting will automatically turn off.
5. Save your file to save your new heading.
How to Customize Word’s Built-In Heading Styles
The following steps show how to customize the built-in heading styles in an individual Word document.
There are many ways to change styles in Word. For this tutorial, we’ll stick with the basics: font, font size, emphasis (i.e., bold, italic, or underlined), color, alignment, spacing, and indentation.
- Select the Home tab in the ribbon (see figure 1).
- Right-click (PC) or Control-click (Mac) the heading level in the Styles group, and then select Modify from the shortcut menu.
- Make all necessary formatting changes in the Modify Style dialog box. Here are the eight basic modifications:
A. Font
B. Font size
C. Emphasis
D. Font color
E. Alignment
F. Line spacing
G. Spacing before and after
H. Indentation
- (PC Users) Select Only in this document to ensure that your customized style is limited to your current document.
- (Mac Users) Ensure that Add to template is not selected to limit your customized style to your current document.
- Ensure that Automatically Update is not selected. (If Automatically Update is selected, you won’t be able to edit the styles of individual same-level headings.)
- Select the OK button.
Your changes will be applied to all existing text using the heading style you just customized.
- Save your file to save your changes.
Related Resources
How to Create Run-In Headings in Microsoft Word (Indented & Left-Aligned)
What Is Headline-Style Capitalization?
How to Capitalize Hyphenated Words in Titles and Headings
*Visit “Make Your Word Documents Accessible to People with Disabilities” from the Microsoft Office Support website for an in-depth list of ways to make your document accessible to the widest audience.
Updated March 18, 2023
Asked by: Prof. Charity Kutch MD
Score: 4.5/5
(60 votes)
How to Create Headings Using Word’s Built-In Heading Styles
- Select the Home tab in the ribbon. Figure 1. …
- Select the text you want to turn into a heading. …
- Select the appropriate heading level in the Styles group. …
- Press Enter on your keyboard to move your cursor to the next line. …
- Save your file to save your new heading.
How do I navigate headings in Word?
To go to a page or a heading in a Word document without scrolling, use the Navigation pane. To open the Navigation pane, press Ctrl+F, or click View > Navigation Pane. If you’ve applied heading styles to the headings in the body of your document, those headings appear in the Navigation pane.
What are heading styles and how do I use them in Word?
Styles are sets of formatting options (like font, line spacing and alignment) that you can apply to text in one click. This is more efficient than applying each effect individually, and also increases consistency throughout your document. Word contains nine built-in Heading styles named Heading 1 through to Heading 9.
What is the difference between Heading 1 and Heading 2 in Word?
Usually, the topic heading at the top of your page will be Heading 1. The headings of sections within the document will have Heading 2 styles. … Next, give each section of the document a meaningful heading. Assign each of these a Heading 2 style.
How many headings does word have?
Word has nine built-in Heading styles. They are called Heading 1, Heading 2 etc. You can use other styles (including your own custom styles) for most heading and numbering purposes.
27 related questions found
How do I make heading 3 in Word?
When you have the selection where you want to insert a Heading 3 style paragraph, press CTRL+SHIFT+s to display the Apply Styles dialog and in the Style Name control type Heading 3 and then click on Apply. Likewise for Heading 4. Headings 1 and 2 are displayed in the Quick Styles gallery and Styles pane by default.
How do I fix headings in Word?
Windows Key commands: Alt+H,F,Y,F6. Then right click on the desired Heading style you wish that text to resemble and select “Update Heading to Match Selection.” This will modify all the headings for this document.
What is a Level 2 heading?
There are five levels of heading in APA Style. Level 1 is the highest or main level of heading, Level 2 is a subheading of Level 1, Level 3 is a subheading of Level 2, and so on through Levels 4 and 5. Headings are covered in Sections 2.26 and 2.27 of the APA Publication Manual, Seventh Edition.
How do I use styles in Word?
Right-click the text on which you want to base a new style. In the mini toolbar that appears, click Styles, and then click Create a Style. In the Create New Style from Formatting dialog box, give your style a name and click OK. Your new style will now appear in the Styles gallery.
How do I use headings and subheadings in Word?
Follow these steps to create a new subhead within a chapter:
- Type in the text for the subheading.
- Click the style that appears in the Style Area left of the subheading.
- In the Styles Toolbox, click the style you want to apply. Use “Heading 2” for a first-level subheading, “Heading 3” for a second-level subheading, etc.
How do I rearrange pages in Word without headings?
Using the navigation pane to move sections by their headings only works if you’re using headings in your document. Word doesn’t offer an easy, built-in option to easily rearrange pages if you don’t use headings. The only way to do it is to cut and paste the text and manually rearrange it instead.
How do you get rid of navigation headings in Word?
How do you reset headings in Word? Select all the heading styles and press “delete” a dialog box will appeared asked if you want to delete the styles and click on ‘yes. ‘ Word will take you through a series of “Cannot delete Heading 1-9.” Each time click the ‘ok’ button.
How do you jump to a section in Word?
You can jump to a section by following these steps:
- Press F5. …
- On the left side of the dialog box, make sure Section is selected. …
- If you just want to jump to the next section, you can simply click on Next.
- In the Enter Section Number box, enter the section number.
- Click on the Go To button.
What is a heading example?
Heading is defined as the direction a person or thing is moving. An example of a heading is a car driving south. (masonry) The end of a stone or brick which is presented outward. The title, subtitle, or topic that stands at the top or beginning, as of a paragraph, letter, or chapter.
What are first level headings?
The first level of heading is bolded and centered, and the first letter of each word in the heading is capitalized. The paragraph text should be typed on the following line and indented five spaces from the left.
What are the headings?
A heading is a word, phrase, or sentence at the beginning of a written passage that explains what it’s about. A heading is very similar to a title. A heading is similar to a caption, a line below a photograph that briefly explains it.
How do I align in Word?
Change text alignment
- To align the text left, press Ctrl+L.
- To align the text right, press Ctrl+R.
- To center the text, press Ctrl+E.
How do you align tabs in Word?
On the Home tab, in the Paragraph group, choose Paragraph Settings. Click the Tabs button. Set the Tab stop position, choose the Alignment and Leader options, and then click Set and OK.
How do you reset styles in Word?
Character Styles like Emphasis, Reference, Strong, and Book Title can be reset by deleting them from the Styles window. Select the Home tab and open the Styles pane with the launcher button in the bottom-right of the Styles group. Alternatively, use the shortcut Ctrl + Alt + Shift + S .
How do I fix weird formatting in Word?
Use Ctrl + A to select all text in a document and then click the Clear All Formatting button to remove the formatting from the text (aka character level formatting.) You can also select just a few paragraphs and use the same method to remove formatting from part of a document.
How do you fix headings?
The Styles pane appears on the right.
- Locate the heading level 1 in the Styles pane. Place mouse cursor over it. …
- Click the down arrow button on the extreme right. A drop-down list appears. …
- From the drop-down list, click option Update Heading 1 to Match Selection.
What is a Level 3 heading in Word?
*Level 3 headings are lowercase, bold face, and indented with a period at the end. Your heading should begin with an uppercase character and your paragraph text will continue after the heading’s period (inline).
Why are my headings not showing in navigation pane?
In the «Outline level» selection list, make sure that «Level 1» is selected. (Or whichever level you want this header to be. If the selection box says «Body Text,» then nothing will appear in the Navigation Pane.)
Not many people know there’s a quite useful feature in Microsoft Word that would help you organize long documents. It’s called heading — which basically makes the text stand out, especially for a title or specific section of your document.
It comes in a variety of styles which you can choose as you want. Not only that, the heading is also important to help people scan your document and reorder pages faster.
In some cases, headings could make your work easier. In fact, many companies are using headings on their documents because it’s more convenient to read and manage.
In this guide, I will assume you already have the text (line) that will be converted into a heading. Although the tutorial is based on Microsoft Word 365, the heading feature is available on all other versions.
1. Select the text you want to add as a heading.
2. Go to the Home menu.
3. Choose either Heading 1, Heading 2, or Heading 3.
4. Now, the text was converted into a heading.
5. You can also change the font type, color, background color, and other styles.
If you go to View > Navigation Pane, you will see a new pane on the left showing all headings inside the document. You can jump into a certain section just by clicking the heading. Even better, you can drag & drop the heading and the section below it will automatically follow.
Creating a new style for a heading
The default heading style might not fit to your current document’s style. Luckily, you can create a new style and then use it when adding a heading in the future.
1. On the heading section, click the flipped triangle to expand options.
2. Select Create a Style
3. Give a name to your style, then click Modify…
4. Adjust the settings based on your needs. Click OK to confirm.
The new style will appear in the heading section. It’s just one click away to use it.
Headings are definitely useful for a document with tons of pages. Make sure you did not forget to add headings to your document.