Accessibility: Tables

Why is this important?
  • Allows screen readers to interpret data accurately.
  • Supports logical navigation through rows and columns.
  • Improves clarity and consistency for all users.
When to use it

Use tables only when presenting structured data 鈥 not for layout or design purposes.

How to use it

Insert tables using built-in tools. Include clear headers for rows and columns. Avoid merged cells and complex layouts.

  • Put the table title above the table 鈥 not inside it. This makes it easier for screen readers to read the title before the data.
Examples

A table showing event dates and locations should include column headers like 鈥淒ate鈥 and 鈥淟ocation.鈥 Avoid using tables to position images or text blocks.

A two column table demonstrating the importance of column headings.
A two-column table listing event dates and their corresponding South Dakota locations.

Digital Accessibility Tips for Tables

A word navigation screen showing where table settings are located.
  1. Use header rows.
    • Always define a header row using the 鈥淗eader Row鈥 setting in Word or Excel. This allows screen readers to announce the column name as users navigate through the table.
  2. Enable keyboard navigation.
    • Ensure users can tab through the table logically. In Word or Excel, users can use arrow keys or tab to move cell by cell. Avoid using merged cells that disrupt navigation order.
  3. Provide table summaries or captions.
    • Include a brief description of the table鈥檚 purpose or a visible title in Word. This helps users understand the context before diving into the data.
Tip for Checking Accessibility

Use the Table Design tab in Word to assign header rows and columns. Use the Accessibility Checker (Review > Check Accessibility) to flag missing headers or layout misuse.