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How do I make tables accessible in Microsoft Word?

It’s easy to make tables accessible in Microsoft Word! This means that every table should have a table header set, a style applied, and appropriate settings set.

Video Overview of how to make tables accessible in Microsoft Word

Tips on working with Tables

  • Avoid using merged cells when possible. There is no way to apply scope to table headers in Microsoft Word like you can in PDF. So if your doc is staying in Word – avoid merged cells
  • Do not use tables to format content. There are more accessible methods for formatting content like using headings or applying columns to text.
  • Tables should be used to display important data
  • Add a caption to the table

Table Accessibility Checklist:

  • Ensure the table has a header row and in some cases a column header
  • Set “repeat row across pages” for tables that span more than one page
  • Apply a table style
  • Table does not have any merged cells

How to set the row / column header

These settings might change depending on the type of data you are working with. Some tables will have first column or total row while others will not.

  1. Select the table
  2. Select table Design
  3. Set the appropriate Header Row / First Column selections
Select the table Select table Design Set the appropriate Header Row / First Column selections

How to set a Table Style

A table style simply changes the visual layout of the table. It will sometimes make the heading cells bold and a little easier to identify.

  1. Select the table
  2. Select table design
  3. Choose a table style
How to set a Table Style Select the table Select table design Choose a table style

How to set other table properties

The additional table properties will update based on how much data is in the table. Tables that span multiple pages may require testing of different settings to ensure proper accessibility.

  1. Select the first row in the table
  2. Right click and open the properties menu
  3. Select Row
  4. Select “repeat as header row” on the first row
Select the first row in the table Right click and open the properties menu Select Row Select "repeat as header row" on the first row

How to add a table caption

A table caption helps the user quickly identify the purpose of this table and can be used to create a table of contents in Microsoft Word.

  1. Right click the table
  2. Select insert caption
  3. Add a name to the caption
  4. Select Ok
Right click the table Select insert caption Add a name to the caption Select Ok
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How do I make tables accessible in Canvas?

Making tables accessible in Canvas can be easy if you set them up correctly! Using tables for layout purposes should be avoided. Use tables for displaying data only and use Headers and Scope. This is because assistive technology uses specialized controls when in a table.

Data tables should always include table headers (the <th> element). For short tables and for tables whose data are self-explanatory, column headers are sufficient. For long tables or tables where data may be confusing, it is best to include row and column headers. <th> elements should always have a scope attribute. Column headers should include scope=”col”, and row headers should include scope=”row”. Including scope attributes allow assistive technology to better understand the logical relationships presented in the table.

Use Table Captions

Tables can be given an accessible name with the <caption> element. Screen readers allow users to view a list of tables on the page. If the table has an accessible name, a screen reader will provide that name to the user. If not, the screen reader may only read the number of rows and columns. Thus, a <caption> provides substantial usability benefits, especially if there is more than one table on the page. <caption> elements are visible to sighted users as well.

Avoid Complex Tables

We recommend avoiding tables with multiple levels of row or column headers and headers that span multiple rows or columns. Such tables may be difficult to implement with the correct markup and scope attributes, and even if implemented correctly, may be difficult for users to understand. In most cases, some other presentation of the data, including presenting multiple tables, may be an equally effective alternative to a single, complex table.

Avoid Empty Cells for Formatting

Table authors may choose to use empty cells to visually format the table, such as to indicate a division in various sections of the table. While this practice may make sense for sighted users, it may not work for blind users. We recommend avoiding blank table cells, especially when those table cells are used for formatting.

Things to consider when making tables accessible in Canvas

  • Avoid using tables for layout purposes
  • Use simple tables
  • Set table headers for both columns and rows
  • Pay attention to the scope of headers
  • Add a clear caption using the accessibility checker

Video Overview of how to make tables accessible in Canvas

Instructional Guide – How to make tables accessible in Canvas

Step 1: Ensure you are in edit mode

ensure you are in edit mode

Step 2: Select inside the cell you want to make a heading

You can set both an individual cell or an entire row as a header at once

Step 3a – Setting an entire row: Select Table button in the rich content editor > Row > Row Properties

Step 3a – Setting an entire row: Select Table button in the rich content editor > Row > Row Properties

Step 4a – Change the row type from body to header

Step 4a – Change the row type from body to header

Step 3b – Setting an individual cell as a header cell: Select Table > Cell > Cell Properties

Step 3b – Setting an individual cell as a header cell: Select Table > Cell > Cell Properties

Step 4b – Change the cell type to Header Cell and set the scope to what is appropriate

Step 4b – Change the cell type to Header Cell and set the scope to what is appropriate

Step 5: Run the accessibility checker found in the bottom right corner of the page

Step 5: Run the accessibility checker found in the bottom right corner of the page

Step 6: Add the caption through the pop-up window

Step 6: Add the caption through the pop up window
Canvas LMS
How do I make my Canvas page accessible?

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Table Accessibility in PowerPoint

Table accessibility is an important aspect of creating accessible PowerPoint files. Be sure to follow all basic table accessibility features. Unsure of what those are? Keep reading.

Accessible tables should include the following elements:

  • Ensure the table has a header row or header column selected
  • Apply a table style
  • Avoid complex tables or merged cells
  • Avoid layout tables
  • Add alternate text

Did you know?

In MS Word you can make your tables even more accessible by applying alternate text, and repeating header rows within the properties menu! Each Microsoft product has different abilities when it comes to accessibility in general. Its all about the authoring program features. What you can do in word, is not the same as what you can do in PowerPoint, excel, or even PDF for that matter.

Table Accessibility Video Overview for PowerPoint

This video will walk users through how to create accessible tables in PowerPoint.

Text overview

The next section will provide a text-based method for making tables accessible in PowerPoint.

Add a heading row or column to the table

  1. Select the table
  2. Select Table Design
  3. Select the appropriate header row or first column selection based on the data

This will change the visual look of the table but not any of the data.

Select the table Select Table Design Select the appropriate header row or first column selection based on the data. Table accessibility

Apply a Style to the table

  1. Select the table
  2. Select Table Design
  3. Choose a Table Style
Select the table Select Table Design Choose a Table Style table accessibility

Add alternate text

  1. Select the Accessibility Tab
  2. Select Alt Text
  3. Enter the Alt Text
Select the Accessibility Tab Select Alt Text Enter the Alt Text

Avoid merged cells and complex tables

Merged cells and nested tables cause nothing but problems for screen readers and other forms of assistive technology. Keep your tables simple and direct. If you have nested tables, consider creating multiple tables instead.

Layout Options

Do not use tables to move content around on a page. There are accessible methods to format and lay out content on a slide. Keep tables for their designated purpose – which is to display data. You can edit the slide design theme as one example.

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