How to Make Tables Accessible in MS Word | Section 508 for Word

In today’s post, we’re diving into table accessibility in Microsoft Word, to make your documents compliant with Section 508 standards. This guide covers the essential steps to create accessible tables that assistive technologies can easily interpret.

Video Guide

Understanding Section 508 Table Accessibility

Section 508 of the Rehabilitation Act mandates that electronic and information technology be accessible to people with disabilities. This includes ensuring tables in Microsoft Word documents are properly structured for screen readers and other assistive technologies.

Creating Accessible Tables

Inserting Tables Correctly

The first step to ensuring table accessibility is to insert the table using the correct method:

1. Select the “Insert” button.
2. Click on “Table” and choose the desired number of rows and columns.

Avoid creating tables manually with spaces, as this can disrupt the logical reading order required for accessibility.

Ensuring Logical Reading Order

To maintain a logical reading order, ensure your table is simple and easy to read. This involves:

• Keeping the table structure straightforward.
• Avoiding unnecessary complexity that can confuse assistive technologies.

Applying Table Styles for Accessibility

Using table styles can help improve the readability of your table:

1. Select your table.
2. Go to the “Table Design” tab.
3. Apply a table style to distinguish header cells from data cells.

Defining Header Rows and Columns

Properly defining header rows and columns is crucial for accessibility. In the “Table Design” tab:

• Check the “Header Row” option to highlight the top row as headers.
• Optionally, select “First Column” to mark the first column as headers.

This distinction helps screen readers understand the structure and hierarchy of the table.

Avoiding Common Accessibility Issues

Merged and Blank Cells

Avoid merged and blank cells within your tables. These can create a poor user experience for those using assistive technology. In Microsoft Word:

• Do not merge cells.
• Ensure every cell contains relevant data.

Scope for Data Cells

While Microsoft Word does not allow setting scope for data cells, it’s important to avoid practices that complicate the table’s structure. Keeping the table simple and well-structured enhances accessibility.

Managing Table Spacing for Better Accessibility

Importance of Proper Spacing

Proper spacing in tables is crucial for accessibility. Extra spaces or hard returns between cells can confuse users who rely on assistive technologies. Follow these guidelines to maintain proper spacing:

• Ensure there are no extra spaces between cells.
• Avoid hard returns (pressing Enter) within table cells.
• If spacing needs adjustment, use the paragraph settings.

Adjusting Spacing Through Paragraph Settings

To adjust the spacing between table cells:

1. Right-click on a table cell.
2. Select “Paragraph” from the context menu.
3. In the paragraph dialog box, adjust the spacing settings as needed.

Download the Free Section 508 Checklist for Microsoft Word:

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By following these guidelines, you can create accessible tables in Microsoft Word that comply with Section 508 standards. Remember to:

• Insert tables using the “Insert Table” option.
• Ensure a logical reading order.
• Apply appropriate table styles.
• Define header rows and columns.
• Avoid merged and blank cells.
• Maintain proper spacing within tables.

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!