Tables in Word

Overview

This lesson will discuss how to format tables in Word for accessibility. If you need to review the appropriate use of tables, pop back over to the Accessible Design Concepts module. 

Core Concepts

Table Layout

By default, assistive technology will read a table from left to right starting at the top. The relationship between the cells is not defined if it is not formatted correctly. Use Word's Table Tools editor to identify the different types of rows and columns.

When building a table in Word, you'll need to avoid using split or merged cells. For complex tables that require merged cells, a program like Excel is more appropriate to use. 

Formatting Your Table

  1. Add a caption for your table.
    1. Select the entire table.
    2. Right-click to access the menu.
    3. Select Insert Caption. 
    4. Type a short description/title for your table.

  2. Add headings to your table.
    1. Select the top row that includes the category titles.
    2. Right-click the row and select Table Properties.
    3. Click the Row tab.
    4. Select the checkbox that says 'Repeat as header row at the top of each page'.
    5. Unselect 'Allow row to break across pages'.

  3. Add alt text for your table. 
    1. Note: Adding alt text isn't always required for tables. If you have visual indicators in the table to call out certain data cells (e.g. variables that statistically significant may be noted with bold text), this is best captured in the table alt text, or you can provide a brief description of the overall meaning of the data if it is not already provided in te surrounding text. Otherwise, the alt text may redundant to the table caption.
    2. Right click on the table. 
    3. Select Table Properties. 
    4. Under the Alt Text tab, type your description in the description field (leaving the title field blank).

 

Check Your Understanding:

Alt text is always necessary for a table.

A. True

B. False

Video Supplements

Accessible Tables in Word (2 mins)

A short video from Microsoft on creating accessible tables.

Accessible Tables in Word Links to an external site.

How to Make Accessible Tables (5.5 mins)

This video explains how to insert a table into your document. The techniques described will allow screen readers or other assistive technology to correctly read your table.

How to Make Accessible Tables Links to an external site.