4 Word – Tables
Overview
While tables are great for presenting data, they can be challenging for screen reader users if not formatted correctly. To create accessible tables in Word, you’ll need to:
- Use Word’s built-in table creation features.
- Set a header row.
Important Notes
- Only simple data tables with clear columns and rows are accessible.
- Do not use tables for page layout or visual formatting. If you’re arranging content visually, use Word’s built-in styles, columns, or breaks instead. Assistive technologies interpret all tables as data structures, which can confuse users if the table isn’t actually holding data.
- Avoid merged cells whenever possible. They disrupt the logical flow for screen reader users.
- For complex tables, consider breaking them into multiple simpler tables, or present the data using alternative formats like charts, graphs, or bulleted lists.
Walk-through
Create a Table
The best way to format an accessible table is to use Word’s built-in “Insert Table” menu:
- Navigate to the Insert tab of the Ribbon.
- Click Table, then select Insert Table.
- Note: Using “Insert Table” is generally better than selecting a cell range from the diagram, as it offers more built-in accessibility features.
- In the Insert Table menu, add the number of columns and rows you need, select your preferred auto-fit behavior options, and click OK.
Set a Header Row
Defining a header row adds logical structure to your table and ensures that structure is retained if the table spans multiple pages.
- Highlight the top row of your table.
- (Optional) Stylize the header row as desired (e.g., bold the text) to differentiate it from data rows.
- With the top row highlighted, navigate to the Table Layout tab in the Ribbon.
- Note: This tab is only visible when you’re actively working within a table.
- Click Repeat Header Rows.
Now, your table’s header will repeat on every subsequent page it spans.