Tables in Word documents

Overview

Tables in Microsoft Word can be powerful tools for presenting structured data, but they must be created with accessibility in mind. Properly formatted tables allow screen readers to convey the relationships between data points, while poorly formatted tables can create confusion and barriers for users with disabilities.

This section covers how to create tables that work for all users, including those using assistive technologies.

When to use tables

Tables should be used for presenting structured data with relationships between rows and columns, not for layout purposes.

Good uses for tables

• Financial data with categories and totals
• Schedules showing time and activities
• Comparison charts with multiple attributes
• Statistical data with headers and values
• Product specifications with features and details

When NOT to use tables

• Page layout or positioning elements
• Creating multi-column text layouts
• Simple lists that don't have relationships
• Purely visual arrangements

Creating accessible tables

Follow these steps to create an accessible table in Word:

Insert a table properly

1. Go to the Insert tab
2. Click Table
3. Choose Insert Table for precise control
4. Specify number of rows and columns
5. Check My table has headers if applicable

Essential table elements

• Headers: Clear, descriptive column and/or row headers
• Caption: Brief description of the table's content and purpose
• Simple structure: Avoid merged cells when possible
• Logical reading order: Data flows logically from left to right, top to bottom

Designating header rows and columns

Properly designated headers are crucial for accessibility:

Setting up header rows

1. Select your table
2. Go to Table Design tab
3. Check Header Row in Table Style Options
4. Ensure header text is descriptive and concise

Using repeat header rows

1. Select the header row(s)
2. Go to Table Layout tab
3. Click Repeat Header Rows
4. Headers will now appear on each page if the table spans multiple pages

Proper table structure

Keep table structure simple and logical for best accessibility:

Structural guidelines

• Use regular table layouts with consistent rows and columns
• Avoid merged cells unless absolutely necessary
• Don't use blank cells for spacing
• Ensure data flows in a logical reading order
• Keep related information in the same row or column

Working with complex tables

If you must create complex tables:

• Consider breaking them into multiple simple tables
• Use clear, descriptive headers
• Provide additional context in a caption or summary
• Test with screen readers if possible

Adding table captions

1. Right-click on your table
2. Select Insert Caption
3. Choose Table as the label
4. Write a descriptive caption
5. Click OK

Table formatting and style

Proper formatting improves both accessibility and readability:

Visual formatting guidelines

• Use sufficient contrast between text and background
• Avoid using color alone to convey information
• Use consistent formatting within the table
• Ensure text is large enough to read
• Use table styles for consistency

Using built-in table styles

1. Select your table
2. Go to Table Design tab
3. Choose a style from the Table Styles gallery
4. Modify options in Table Style Options as needed

Text alignment and spacing

• Left-align text in most cases
• Right-align numbers for easier comparison
• Center-align headers if appropriate
• Use consistent spacing throughout

Alternatives to complex tables

Consider these alternatives for complex or problematic tables:

Simple lists

For data without complex relationships:

• Use bulleted or numbered lists
• Group related items with subheadings
• Use description lists for name-value pairs

Multiple simple tables

Break complex tables into:

• Separate tables by category or time period
• Individual tables for different data types
• Summary tables with detailed breakdowns

Charts and graphs

Consider visual alternatives:

• Charts for trend data
• Graphs for comparisons
• Always include alternative text and data tables

Best practices

• Always include table headers for data tables
• Use descriptive captions that explain the table's purpose
• Keep table structure simple and regular
• Avoid using tables for layout purposes
• Use consistent formatting throughout the table
• Test tables with screen readers when possible
• Consider the reading order of your data
• Use repeat header rows for long tables
• Provide summaries for complex numerical tables
• Don't use empty cells for formatting

Related WCAG resources