How to make Word documents accessible

Tables

Tables in documents must be accessible so data is presented in a clear, structured way, including for users of assistive technologies.

When to use a table

A table is used to present simple data or information to make it easier to:

understand the relationship between different types of data
examine a range of possibilities at a glance

Use tables only when there is a real user need. Complex tables can be harder to read on mobile devices and more difficult to make accessible for people using screen readers.

Tables may be used when presenting simple data that cannot be shown clearly as normal text.

Do not use tables:

to create page layouts
when normal page structure, such as headers or lists, can be used
for very large, complex or nested tables (tables within tables)

Consider alternatives to simple tables, such as:

a series of bulleted lists with headings and subheadings
a single bulleted list separating information with commas

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

Make a table accessible

A table must be added correctly to be accessible in Word documents. Inaccessible tables are difficult for people using assistive technologies such as screen readers.

Your table must:

have a clear, structured layout so relationships can be understood
have at least 2 columns and 3 rows, including the header row
include coded header cells (at least one row or one column)
contain alternative text describing the table
use accessible colour contrast

Your table should:

avoid split, merged, empty, or nested cells (tables within tables)
prevent rows from breaking across pages
repeat the header row across pages
have left-align text and right-align numerical data (column headers can be either depending on type of data)
avoid large amounts of text in tables (use headings and lists instead)
split complex tables into smaller tables

Do not:

use an image of a table instead of a table created using Word’s table tool
use complex tables with irregular or multi-level headers (cells that span multiple columns or rows)

Following these rules ensures assistive technologies can correctly understand and present the table to users.

Use a clear, simple layout and logical reading order

Keep table layouts simple to help everyone, including users of assistive technologies.

Check that the table’s reading order makes sense from left to right. Use the Tab key to move through the table cell by cell, row by row.

Avoid:

split or merged cells — if needed, split the information across multiple tables instead
including large amounts of text in tables — use headings and lists where possible

Use colour in an accessible way

Make sure any colour combinations you use meet colour contrast requirements.

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

If you use colour to highlight or group information, add text labels so meaning is not shown by colour alone.

Insert and format a table

Only add a table if:

there is a real user need
you know how to make it accessible to assistive technologies

Steps to insert a table

Go to the Insert tab, then select Table.
Select Insert Table.
Choose the number of columns and rows under Table size.
Choose your AutoFit behaviour.
Select OK.

Designate a header row

Adding a designated header row helps assistive technologies identify what each cell relates to.

Steps to designate a header row

Select the header row in your table
Go to the Table Design tab and tick Header Row
Go to the Table Layout tab and select Repeat Header Rows

Word only allows one marked-up header row at the top. To add a second header using the first column, you will need a PDF editor such as Acrobat Pro (paid subscription required).

Turn off rows that break across pages

Rows that split across pages can create empty cells and confuse readers.

Steps to turn off rows that break across pages

Select the table.
Go to Table Layout, then Properties.
Select the Row tab.
Under Options, untick Allow row to break across pages.
Select OK.

Add alt text to your table

Alternative text (alt text) explains the purpose of the table so screen reader users can decide whether to read it.

Guidelines for adding alt text

Keep alt text to 1 or 2 sentences (around 150 characters).
Provide a short title, for example, 'Types of trees in Nottinghamshire'.
Add a brief description of what the table shows.

Steps to add alt text

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

Check a table

Use both manual and automated checks. Automated tools will not identify every issue.

Manual checks

Ensure a clear, simple layout and logical reading order.
No split, merged, empty, or nested cells.
Accessible colour use.
Formatted header row that repeats across pages.
No rows break across pages.
Alt text is added for assistive technology users.

Automated checks

Run Microsoft Word's Accessibility Checker to identify anything you may have missed.

Optionally, test your table with a screen reader, for example NVDA. To understand how a table should be read, use the W3C a has working table example for reference.