Tables are an effective way to organize and structure information clearly. However, when accessibility is not considered, tables can be difficult for some users to navigate, particularly those using assistive technologies. When creating tables, careful planning and thoughtful design are needed to ensure all users can understand and navigate the data.
Large datasets are best created and presented in Microsoft Excel, as it was designed to display and analyze data. Tables may also be used effectively in Word for organizing and presenting a smaller amount of information in a structured format. However, Word tables should remain simple and should not be used to manage complex datasets. Finally, tables in PowerPoint should be used sparingly. PowerPoint was not designed to support large or complex datasets. Keep the information concise and the structure simple.
The following best practices will help guide you in creating accessible tables across Microsoft Office applications.
Use Tables for Data—Not Layout
Tables should help organize and convey data; they should not be used for visual styling or layout. When tables are used only for layout, their navigation becomes confusing for assistive technology users. Because layout tables lack an organizing structure, assistive technology users may have difficulty understanding how information is related. This can lead to unnecessary confusion. Rather than using a table for layout purposes, use available formatting features like margins and padding, borders, tab stops, and line spacing.
Bad Example: Layout Table
Figure 1: This table is used for layout purposes, rather than data. Inconsistent organization across rows and mixed time entries make the content difficult to interpret and navigate.
Good Example: Data Table
Figure 2: The information in Table 1 has been reorganized into a structured data table. Content is clearly organized by day and time.
Build Tables in the Original Document
Always use pre-set table tools to build tables directly within your document. Avoid drawing, importing, or inserting tables as image files. When tables are built using the pre-set tools, they are navigable by keyboard and can be read by assistive technology. However, drawn tables or image-based tables present several issues. Drawn tables are placed on a separate layer, making them inaccessible to screen reader users.
Meanwhile, images of tables are difficult to make accessible. They require both alternative text and a long description to communicate the same information. This means converting all table content into text, which can be time-consuming and may not fully capture the relationships between the data. As a result, important meaning may be lost—especially for users relying on assistive technology.
Keep the Table Structure Simple
The simpler a table’s structure, the easier it is for assistive technology users to navigate.
To keep tables simple, avoid split and merged cells:
- Split cells: dividing a single table cell into multiple rows or columns
- Merged cells: combining two or more adjacent cells (same row or same column) into one larger cell
Note: Tables are easiest to navigate when each row contains the same number of columns throughout.
Additionally, avoid nesting cells and tables within other cells. This creates an extremely complex layout that can be difficult to navigate. Users navigating with assistive technologies may find themselves stuck within a cell and unable to navigate out of it!
Never Leave a Cell Blank
Empty cells can create confusion for assistive technology users. When an assistive technology user encounters a blank cell, they will know how information is supposed to be categorized but hear no content for that cell. This can make it difficult to determine whether information is intentionally missing or simply not available. For example, is the value zero? Is the data not applicable? Or, was it accidentally left blank? Without clarification, this can lead to confusion. Instead of leaving cells empty, include clear placeholder text such as “Not Applicable (N/A),” “None,” “0,” or “Null”—whichever best fits the context of the table.
Note: If you want a cell to look visually blank, you can enter the placeholder text and then match its font color to the background. Be aware that this may result in a color contrast error. This is an intentional trade-off and should be used with caution.
Use Header Rows and/or First Columns to Organize Data
All tables must include a table header designated in the code. The table header row is the organizing row that defines the categories data exists under; it can be thought of as a label for each column.
Typically, the header row is the top row of a table. This row should be identified both structurally (in the code) and visually (e.g., bold text or shading) so it stands out. When used correctly, header rows help screen reader users understand the table’s organization and navigate its content accurately.
Tables can also include a first column, which functions as a vertical header. This means the first column defines categories for each row, similar to how a header row defines categories for each column.
Note: Header Rows (horizontal) and First Columns (vertical) are not mutually exclusive. Some tables require both to fully organize the data. In these cases, both Header Rows and First Columns should be properly demarcated in the code.
Figure 3: Data table with content structured and organized by both a Header Row and a First Column.
Ensure Tables Meet Color Contrast Guidelines
Tables are often styled to enhance visual appeal using features like Table Styles and Design features. When utilizing these features, it is important to ensure that all table elements meet color contrast standards outlined in the WCAG technical guidelines. This includes all table elements, such as borders, cell color, and text color.
- Normal sized text should have a contrast ratio of at least 4.5:1.
- Large text (18 pt. or 14 pt. bold) should have a contrast ratio of at least 3:1.
- Non-text elements (e.g., borders and cell color) should have a contrast ratio of at least 3:1 against adjacent colors.
Check contrast using tools like the WebAIM Contrast Checker or the Colour Contrast Analyser tool.
Provide a Title and Table Caption
Title Your Table
Every table should include a descriptive title with a table number. This title provides a brief summary of what the table is depicting. The placement and method for adding a table title will vary by application.
- Word: Add the table title in two locations. Place the title above the table as standard text (for visual users) and include it in the Table Properties (for non-visual users).
- PowerPoint: Use the slide title as the table title, or add a text box above the table.
- Excel: Add the table title in two locations. Place it directly above the table in the sheet (for visual users), and include it in the Table Name box under the Table Design tab.
- Outlook: Place the title above the table as standard text (for visual users)
Add a Table Caption
Table captions provide a brief description of a table’s content. Think of them as a quick summary of the table; they tell the reader the purpose of the table before reviewing the data. Captions may also include context, such as where the data came from or who created the table.
It is important to distinguish captions from alternative text. Captions summarize the table for all users, while alternative text is used to describe images for users who rely on assistive technology.
- Word: Add a table caption using the built-in caption feature.
- PowerPoint: Add a text box below the table and manually write out a brief caption.
- Excel: Add the table caption to a cell in the body of the worksheet, typically below the table.
Sample Tables
Microsoft Word
Figure 4: Table created in Microsoft Word. The visual title appears above the table in standard text, and the caption is inserted below.
Microsoft PowerPoint
Figure 5: Table created in Microsoft PowerPoint. The slide title is used as the table title, and the caption is placed in a text box below the table.
Microsoft Excel
Figure 6: Table created in Microsoft Excel. The title is included in the Table Name box, and the caption is placed in a cell within the worksheet.
Add Alternative Text
Add alternative text to all tables. Alt-text provides a text summary of a table so users relying on assistive technologies can understand its purpose and content, even if they can’t see it! Unlike alternative text for images, the alternative text for tables is more like a brief description. It should explain what the table is, include its title, and summarize what the data represents. When appropriate, it may also highlight key takeaways or general trends to help users understand the information at a high level.
Note: For tables created in Excel, the traditional alternative text box is not available for tables. Instead, provide the table description in Cell A1 so it is read when the worksheet is opened.
Figure 7: In Excel, the built-in alternative text field is not easily navigable. Instead, add a table summary in the sheet body—ideally in Cell A1.
Table Accessibility in Specific Software
Word
Do Not Allow Rows to Break Across Pages
When tables span multiple pages, rows with multiple lines of content may split across pages. This means part of the same row appears at the bottom of one page and continues at the top of the next page. This can make tables difficult to follow. To maintain visual consistency, do not allow rows to break across pages. This setting can be adjusted in the Table Properties section.
Repeat Header Rows at the Top of Each Page
When working with a long table that span multiple pages, visual users may struggle to remember how data is organized across pages. To simplify navigation and improve accessibility, set the table to automatically repeat header rows on each page.
PowerPoint
Never Break a Table Across Multiple Slides
Do not use long or complex data tables in Microsoft PowerPoint. Tables should never continue from one slide to the next, as this can make the information difficult to follow and navigate. If a table is too large to fit on a single slide, simplify the data or break it into multiple smaller tables—one per slide.
Excel
Format as Table
Creating tables is one of Excel’s primary functions. Ensure that content added to cells is formatted as a table. This provides structure and purpose to your data. Without formatting content as a table, key features like Header rows and first columns aren’t available. Additionally, unformatted data may function more like a layout table, which does not provide meaningful structure for users. Formatting content as a table also improves navigation for screen reader users, making it easier to understand and move through the data.
Place One Table Per Worksheet
The easier the navigation, the better. One way to improve navigation is to include only one table per worksheet. This allows assistive technology users to efficiently navigate from table to table using navigation tools (e.g., index or sheet links), rather than trying to determine where one table ends and another begins or how information is being grouped on a page.
However, there are certain instances in which it may be appropriate to include multiple tables on the same worksheet. If multiple tables do need to coexist on the same page, separate each table with a single blank row—no more and no less. If more than one blank row is used, non-visual users may assume there is no additional content below. Meanwhile, if no blank row is used, the content may appear as one, long continuous table, making it difficult for visual users to orient themselves and interpret how data is grouped.
Finally, align all tables to the first column (Column A). Do not place tables side by side. Instead, stack them vertically down the page to maintain a logical reading order.
Figure 8: Worksheet in Excel with multiple tables. Each table is separated by a single blank row, and all tables are aligned to Column A.
State the Table Span
The table span refers to the range of rows and columns that the table occupies in a workbook. This span should be explicitly stated alongside the table title (in the same cell or location). This will help assistive technology users understand where a table begins and ends.
Note: If you do not want the table span visible, you can make the text the same color as the background so that it is hidden from sighted users but still announced by screen readers.
Figure 9: Tables in Excel should include the table span stated explicitly alongside the table title. This span may be hidden by matching the text color to the background.