Data Tables in Emails

What it is

Data tables in emails are structured grids used to present information in rows and columns. While tables can be useful for certain types of data, they should be used sparingly in emails because:

• Email clients render tables inconsistently
• Tables can be difficult to navigate on mobile devices
• Screen readers require properly structured tables with headers
• Complex tables rarely work well in email format

When tables are necessary, Outlook provides basic table functionality with accessibility features.

Why it matters

Tables in emails present specific accessibility challenges:

• Screen reader navigation: Screen readers navigate tables cell by cell. Without proper headers, users cannot understand the relationship between data
• Mobile accessibility: Tables that are too wide cause horizontal scrolling, making content hard to access on mobile devices
• Cognitive load: Complex tables require significant mental effort to understand, especially for users with cognitive disabilities
• Email client limitations: Some email clients strip table formatting or display tables incorrectly

How to create accessible tables

If a table is necessary, follow these steps to make it accessible in Outlook.

Creating a simple table

1. Position your cursor where you want the table
2. Go to Insert tab > Table
3. Select the number of columns and rows you need
4. Keep tables simple (3-4 columns maximum for email)

Adding header rows

Header rows are essential for accessibility - they tell screen readers what each column represents.

1. Create your table
2. Type headers in the first row
3. Select the first row of the table
4. Go to Table Design tab
5. Check Header Row in the Table Style Options group

Table accessibility guidelines

• Keep it simple: Maximum 3-4 columns
• Use header rows: Always designate the first row as headers
• Avoid merged cells: They confuse screen readers
• No nested tables: Tables within tables are very difficult to navigate
• Use descriptive headers: Make column headers clear and specific
• Consider mobile: Tables wider than 3-4 columns may not display well on phones

Alternatives to tables

In many cases, you can present information more accessibly without using a table.

Alternative 1: Lists with formatting

Alternative 2: Structured text with headings

Alternative 3: Attach a document

For complex data that requires a table:

• Create the table in Word or Excel
• Ensure the document is accessible (proper headers, alt text, etc.)
• Attach the file to your email
• Provide a brief summary in the email body