Create accessible tables in Microsoft Word

Tables are powerful tools for organizing and presenting data, but without proper structure and formatting, they can pose significant barriers to people with disabilities.

Why?

Accessible tables ensure that all users, including those using screen readers or keyboard navigation, can understand and interact with the information.

How?

In addition to the General Principles of Table Accessibility, follow these best practices for creating accessible tables in Microsoft Word.

• Use Word’s built‑in Table tool. From the Insert tab on the ribbon select Insert Table and configure the table size by selecting the desired number of columns and rows.
  • Avoid creating tables using tabs or spaces, as these do not provide the structural information assistive technologies need.
  • Word’s built‑in Table feature creates proper table structure, which supports screen readers and other accessibility tools.
  • When using tables, keep them inline with text (text wrapping set to None) so they follow the document’s logical reading order.
  • Avoid creating floating tables or locking their position on the page, as this can disrupt reading order and cause accessibility issues
• Designate the header row. Select the header row, from the Table Layout tab, choose Properties in the Table group. In the Table Properties Row tab select “Repeat as header row at the top of each page.”
  • This helps screen readers identify headers.
  • Uncheck the option to allow the row to break across the page.
• Set alternative text. In the Table Properties Alt Text tab, add a title and provide a concise summary in the description field.
• Add descriptive titles and captions. Use the References tab insert caption feature or precede the table with a brief description of its contents.
• Avoid merged or split cells. These can confuse screen readers and lead to misinterpretation of data.
• Check accessibility. Use Word’s built-in Accessibility Checker to identify and correct any identified issues.

Learn more

Find Section 508’s video walkthrough on creating Accessible Tables in Word.

Find Authoring Guides from Section 508.

Learn more specific details about creating accessible tables in:

• Microsoft PowerPoint,
• D2L Brightspace,
• and on the web (HTML).