Formatting and Use of Tables Accessibility How-To Guide
Purpose:
This guide helps faculty create accessible tables so all students—including those using screen readers or other assistive technologies—can properly interpret and navigate tabular data.
Accessible tables ensure that relationships between rows, columns, and headers are clear and programmatically identifiable, allowing screen readers to accurately communicate table content. Tables should only be used for presenting structured data, not for controlling page layout or positioning content.
1. Use Tables Only for Data
Why: Tables should present structured relationships between information, such as comparisons, schedules, or categorized data.
Using tables purely for layout can create confusion for screen reader users because assistive technologies will attempt to interpret layout tables as meaningful data structures.
How:
Use tables when information includes:
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Column headings or corresponding data
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Row categories or labels
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Clear relationships between data points
Examples of appropriate table uses:
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Course schedules
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Assignment due dates
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Comparison charts
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Data summaries
Tips:
Avoid using tables to:
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Align images or text on a page
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Create multi-column layouts
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Control visual formatting
Use paragraph styles, lists, or spacing instead.
For more information, please review the Accessible Tables document.
2. Create Tables Using Built-In Tools
Why: Accessibility relies on the document structure created by the software. Tables created manually with tabs or spacing cannot be interpreted correctly by screen readers.
Using built-in table tools ensures that the table structure is programmatically recognized.
How:
In Microsoft Word or PowerPoint:
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Select Insert.
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Choose Table.
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Select the desired number of rows and columns.
In Excel:
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Enter data into cells.
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Select the range.
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Choose Insert → Table.
Tips:
Avoid creating tables using:
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Tabs
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Spaces
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Screenshots of tables
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Text boxes
These methods create visual tables but no accessible tables.
For more information, please review the Accessible Tables document.
3. Identify Headers Rows and Columns
Why: Screen readers use table headers to communicate context. When a student navigates a table, the screen reader will read the header associated with the data cell, helping the user understand the meaning of the information. Without headers, the table becomes confusing and difficult to interpret.
How:
In Word or PowerPoint:
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Select the table.
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Open the Table Design tab.
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Check Header Row.
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If applicable, check First Column.
In Excel:
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Ensure the first row contains column headings.
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Format the data as a table using Insert → Table.
Tips:
Headers should:
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Clearly describe the data in each column or row
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Be concise and descriptive
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Avoid vague labels like “Item” or “Value”
Example:
| Assignment | Due Date | Points |
For more information, please review the Accessible Tables document.
4. Keep Tables Simple
Why: Complex tables are difficult for screen readers to interpret and can confuse users navigating through rows and columns.
Simple tables improve both accessibility and readability.
How:
Design tables with:
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A single header row
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Clear row categories
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Logical data relationships
Avoid:
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Merged cells
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Split cells
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Nested tables
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Multiple header rows
If a table becomes too complex, consider breaking it into multiple simpler tables.
Tips:
Replace empty cells with N/A or Not Applicable so screen readers do not interpret them as missing information.
For more information, please review the P.O.U.R Infographic document.
5. Provide Alt Text for Tables (When Necessary)
Why: Some tables may contain complex or summarized information that benefits from a short description.
Alt text can help screen reader users understand the overall purpose of the table before navigating the data.
How:
In Word or PowerPoint:
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Right-click the table.
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Select Table Properties.
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Navigate to Alt Text.
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Enter a short Description summarizing the table.
Example alt text:
“Table comparing assignment deadlines and point values for the course.”
Tips:
Alt text should summarize the purpose of the table, not repeat every cell value.
For more information, please review the Accessible Tables document.
6. Avoid Using Images of Tables
Why: Images of tables cannot be interpreted by screen readers. Even if the image visually shows data clearly, assistive technologies cannot read the information unless it is recreated as a real table.
How:
Instead of inserting an image:
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Recreate the information using a built-in table
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Provide text explanations when necessary
If an image must be used:
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Provide detailed alt text describing the data
Tips:
Whenever possible always use a real table instead of an image.
7. Review Tables with Accessibility Tools
Why: Accessibility checkers help identify common structural issues in tables.
How:
In Word or PowerPoint:
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Select Review.
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Choose Check Accessibility.
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Review flagged issues related to tables.
Common issues include:
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Missing header rows
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Missing alt text
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Structural table errors
Tips:
Accessibility tools can detect technical errors, but manual review is still important to ensure the table is understandable.
For more information, please visit Accessibility Checkers.
Quick Reference / Checklist
| Task | Done? |
| Use tables only for structured data |
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| Create tables using built-in tools |
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| Identify header rows and columns |
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| Keep tables simple and logical |
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| Avoid merged or split cells |
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| Provide alt text for complex tables |
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| Avoid images of tables |
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| Review with Accessibility Checker |
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