How to make Word documents accessible

Tables

Tables must be accessible so information is clear, structured and easy to understand, including on small screens and with assistive technologies.

When to use a table

Use a table to present data or information that can be organised in a structured way so people can:

understand relationships
compare information at a glance

Only use a table when it clearly improves understanding and can be made accessible.

Do not use tables:

for large, complex or nested tables (tables within tables)
to create page layouts or formatting, for example to simulate a grid or columns
when headings or lists can be used instead

Consider alternatives

Tables can be harder to use on mobile devices or with screen magnification. People may need to scroll sideways or zoom to read them. They can also be difficult for people using screen readers, especially if they are complex.

Consider using:

a series of bulleted lists with headings
a single list separating information
short text summaries instead of tables

These formats are often easier to read, especially on mobile devices and for people using assistive technologies.

For large datasets, summarise key findings in the main text and provide an accessible spreadsheet instead.

Make a table accessible

Tables must be created correctly to be accessible. Poorly formatted tables are difficult for people using screen readers to understand.

Your table must:

have a clear, simple structure (row and columns line up clearly, no gaps or confusing layout)
include a header row describing what the data in each column shows
have at least 2 columns and 3 rows (including the header row)
use accessible colour contrast

Avoid:

split, merged, empty or nested cells
large amounts of text
using images of tables instead of real tables (screen readers cannot read text in images)
complex tables with multi-level headers

Your table should:

align information consistently to make it easier to compare (left for text, right for numbers)
prevent rows from breaking across pages
repeat the header row on each page for longer tables
include a visible description and alt text

If your table is large or complex, split it into smaller ones so it is easier for everyone to understand.

Check the table's reading order

Check that the table reads clearly from left to right, row by row. Use the Tab key to move through cells and check the reading order.

Using colour in tables

If you use colour in tables, make sure it is easy to read and understand.

Make sure:

colours mee contrast requirements
colour is not the only way information is shown (add labels or text to clearly explain meaning).

Many of Word’s built-in table styles do not meet accessibility requirements, so check them before using.

This helps people and assistive technologies understand your tables and the relationships they show.

Insert and format a table

Only add a table if there is a clear need and it can be kept simple and accessible.

Follow these steps to create a simple, accessible table.

Insert a table

Select Insert, then Table.
Select Insert Table.
Choose the number of columns and rows.
Choose AutoFit.
Select OK.

Add a header row

A header row must be set up correctly so screen readers can understand how the data is organised in the table.

Select the first row
Select Table Design.
Tick Header Row.
Select Table Layout.
Select Repeat Header Rows.

Word only allows one header row. More complex tables may require specialist software to make accessible (for example, Acrobat Pro).

Prevent rows breaking across pages

Rows split across pages can make tables harder to read.

Select the table.
Select Table Layout, then Properties
Select the Row tab
Untick Allow row to break across pages
Select OK

Add a table description

Include both a visible description and alt text so all users can understand the table.

Add a short sentence above the table to explain what it shows. This helps people understand it before reading the data. If needed, also include a sentence with key information or trends.

Add alt text to help screen reader users identify the table so they can decide whether to explore its content.

Table alt text should:

be short (usually one sentence)
describe the purpose of the table
not repeat all the data
not explain the table in detail

The visible description is what everyone reads before the table. The alt text is what screen reader users hear to identify it when they reach it.

Example:

Visible description:
"This table shows current care home vacancies in Nottinghamshire by location. Most vacancies are in the north of the county."

Table alt text:
"Current care home vacancies in Nottinghamshire by location."

Add table alt text in Word

Select the table.
Go to Table Layout, then Properties, then Alt Text tab.
Add a Title and Description.
Select OK.

Check a table

Check tables using both manual and automated methods, as automated tools will not find every issue.

Manual checks

Check for:

clear, simple structure
no split, merged or nested cells
header row is set and repeats across pages
text aligned consistently (left for text, right for numbers)
rows do not break across pages
table reads clearly from left to right
good colour contrast
visible description is included above the table
short, useful alt text is added

Automated checks

Run Microsoft Word's Accessibility Checker

You can also test tables with a screen reader, such as NVDA.

To understand how a table should be read, use the W3C working table example as a reference.

Accessibility standards and resources

Following this guidance makes tables easier to read and understand for more people and supports UK accessibility regulations, including PSBAR 2018.

For more on tables:

If system or format limits stop you from following this guidance, contact the Communications and Marketing team before publishing.