Digital accessibility: tables
Properly formatted tables help everyone to be able to access and understand structured data.
Use tables for data only
In general, you should only use tables to organize data. Tables used for other purposes, such as to aid with layout, are often not accessible.
Simple tables are more accessible
- Avoid merged or split cells. Tables with merged cells may be confusing to people who navigate your table using a keyboard, and they may cause screen readers to announce headers incorrectly.
- Avoid empty cells, when possible. For cells with no data, consider entering information such as "none" or "not applicable."
Microsoft products
Adding a table
Word or PowerPoint
- To add a table in Word or PowerPoint, select the Table option from the Insert menu. Select the number of columns and rows you need, making sure you include a row for your headers.
Excel
- To add a table in Excel, select the data range you want to transform into a table. Make sure your header row is the first row in your table.
- Choose Format as Table from the toolbar.
- Choose a table style. Note that not all table styles meet color contrast requirements. Choose a high-contrast option.
- Update the data range if needed, and be sure to check the box next to My table has headers.
- Use the Table menu to give your table a name. Screen reader users may be able to access tables by name. Table names may not have any spaces or special characters.
Add alternative text
A properly formatted table is accessible to people who use screen readers. However, if you use any formatting that may not be accessible to someone using a screen reader, you may also want to add alternative text for your table that describes that formatting.
Google products
Note that there are fewer accessibility options for tables in Google products. We recommend using Microsoft products for documents that include tables.
Google products do not include a way to designate table headers
Add a table
Google Docs or Google Slides
- Select Table from the Insert menu.
- Select the number of rows and columns you want your table to have.
Google Sheets
- Select the data range you want to transform into a table. Make sure your header row is the first row in your table.
- Choose the Convert to Table pop-up option.
- Alternatively, right click on your table and choose Convert to table from the menu.
Moodle
Adding a table
- In any text area in Moodle, select the Table menu in the text editor, then select Table. Select the number of columns and rows you need, making sure you include a row for your headers.