How to Make Tables Accessible in Adobe Acrobat Pro DC

Today’s post is a mini-masterclass for making tables accessible using Adobe Acrobat Pro DC. It outlines the export process from Microsoft Word, PowerPoint, and Excel, and details both manual and automatic tagging methods, along with best practices for remediating complex tables.

Video Guide

Exporting Accessible Tables from Microsoft Office

From Microsoft Word

Microsoft Word provides the most consistent results when exporting accessible tables to PDF.

• Use built-in table styles with the header row and first column checked.
• Avoid merged or blank cells, which complicate reading order.
• Use the “Save As > PDF” option to preserve tagging; avoid “Print to PDF.”
• Ensure contrast requirements are met if styling is applied.

From PowerPoint

PowerPoint maintains some structural tagging, though not as reliably as Word.

• Mark headers using the Table Design tab.
• Avoid nested headers or overly complex table layouts.
• Export using “Save As > PDF” and validate the structure post-export in Acrobat.
• Expect a document tag and visible table tags in the Tags panel.

From Excel

Excel requires special handling to ensure tables retain accessibility when exported.

• Convert your data to an official Excel Table using “Insert > Table.”
• Assign headers within the Table Design tab.
• Export using “Save As > PDF,” but expect disordered tags or structural issues.
• Be prepared to manually correct the reading order and tag structure.

Tagging Tables in Adobe Acrobat Pro DC

Manual Tagging

Manual tagging may be necessary when source documents are not structured properly or if auto-tagging fails.

• Open the Tags panel and create a new <Table> tag.
• Add <TR> (table rows), then <TH> (table headers) and <TD> (table data) as needed.
• Nest each element correctly to reflect the true structure of the table.
• Use “Create Tag from Selection” to bind content visually selected on the page to a tag.

Reading Order Tool

The Reading Order Tool allows tagging via visual selection, but is sometimes unreliable.

• Navigate to “Prepare for Accessibility” and select “Fix Reading Order.”
• Select text or table areas and assign semantic roles like Heading or Table.
• Save and reopen the document if changes don’t appear in the Tags panel.
• If the tool fails, use the manual tagging process described above.

Setting Scope and Spans

Proper use of scope and span attributes ensures screen readers interpret headers correctly.

• Right-click a header cell and choose “Table Cell Properties.”
• Set the cell type as Header Cell and define the scope as either Row or Column.
• For merged headers, use the row span or column span fields appropriately.
• Verify structure using the Table Editor within the Reading Order Tool.

Auto-Tagging with Cloud-Based API

Adobe Acrobat Pro DC now supports intelligent auto-tagging powered by AI.

• Enable this feature under Preferences > Accessibility.
• Select “Auto-Tag Document” to apply structural tags automatically.
• The tool accurately detects rows, header cells, spans, and even sets scope.
• It may overwrite manual tags, so use it before making manual adjustments.
• This method is especially useful for complex tables or large documents.

Adding Table Summaries

Each table should include a meaningful summary that explains its content.

• Right-click the table and choose “Edit Table Summary.”
• Provide a concise explanation (e.g., “Comparison of dinosaur types and attributes”).
• Screen readers will read the summary before the table, improving context.

Verifying Accessibility

Built-In Accessibility Checker

Acrobat includes a checker under “Prepare for Accessibility > Check for Accessibility.”

• Scan for issues such as missing headers, structure errors, or summaries.
• Use the results to correct tables that fail compliance.

PAC 2024 PDF Checker

The PAC 2024 tool provides an advanced external check for PDF/UA and WCAG standards.

• Run the checker and inspect flagged errors related to table headers or IDs.
• Confirm that each header cell is properly scoped and that there are no reading order issues.
• The tool helps validate whether manual or auto-tagging was successful.

Best Practices for Accessible Tables

• Design tables in Microsoft Word when possible for the best export results.
• Avoid merged or blank cells to minimize post-export remediation.
• Tag all header cells and define scope (row or column).
• Use the “Edit Table Summary” feature to add descriptions for each table.
• Test with both Acrobat’s checker and PAC 2024 to confirm compliance.
• Favor simpler tables that don’t require merged cells or complex nesting.
• If working in Excel, ensure the data is structured as a formal table.

Making tables accessible in PDF documents requires a combination of smart design in the source file, the right export methods, and careful tagging in Acrobat. Manual tagging provides granular control, while auto-tagging offers a fast and surprisingly accurate alternative. Adding summaries and verifying results with tools like PAC 2024 ensures the final document meets accessibility standards. By following this process, content creators can produce inclusive, compliant PDFs suitable for all users.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!