How to make Word documents accessible

Tables

Tables must be accessible so information is clear, structured and easy to understand for everyone, including people using different devices or tools.

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When to use a table

Use a table when it helps people:

  • understand relationships in a structured way
  • compare information at a glance

For example, showing a list of services with costs or opening times.

Only use a table when it clearly improves understanding and can be kept simple.

When not to use a table

Do not use a table:

  • for large or complex tables
  • for nested tables (tables inside tables)
  • to create page layouts (for example, columns)
  • when headings or lists can be used instead

Alternatives to tables

Tables can be harder to read on mobile devices or when zooming. They can also be difficult for screen readers, especially if they are complex.

Consider using:

  • bulleted lists with headings
  • a single structured list
  • short summaries

These are often easier to read.

For large datasets:

  • summarise key findings in the main text
  • provide a separate accessible spreadsheet

Tables created in Word may not be fully accessible when exported to PDF, especially if they are complex. They may need checking with specialist software to be fully accessible.

Create an accessible table in Word

These steps help make your table accessible and easier to understand for everyone.

Step 1: Insert a table

Use Insert Table instead of Draw Table to make sure the structure is accessible.

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

Step 2: Add a header row

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

Word tables should use one header row for accessibility. Complex header structures make tables harder to read and compare, and may not work well with assistive technologies, so keep tables simple.

Step 3: Set table properties

  • Select the table
  • Select Table Layout, then Properties

In the Row tab:

  • Untick Allow row to break across pages

In the Alt Text tab:

  • Add a Title and Description

Example:

  • Title (just a label): "Care home vacancies"
  • Description (summary or purpose): "Care home vacancies in Nottinghamshire by location."

Assistive technologies read these when users reach the table, so they can identify it and decide whether to explore it further.

  • Select OK.

Step 4: Add a visible description

Add a short sentence above the table explaining what it shows. Include key information or trends if needed.

Example:

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

Step 5: Add a caption (optional)

Add a caption to give the table a short label, if it’s useful for longer documents.

  • Select the table
  • Right-click and select Insert Caption (or go to References, then Insert Caption)
  • Enter your caption text
  • Select OK

Example:

"Table 1: Care home vacancies by location"

Step 6: Format table content

  • Align text to the left
  • Align numbers to the right (for example, prices or totals)
  • Keep content short

Step 7: Check reading order

  • Use the Tab key to move through cells.
  • Make sure the table reads logically from left to right, row by row, starting from the top left cell.

Table accessibility rules

Use these rules when creating or checking tables.

Structure

Your table must:

  • have a clear, simple layout (rows and columns line up clearly)
  • include a header row describing that the data shows
  • have at least 2 columns and enough rows to present the information clearly

Avoid:

  • split or merged cells
  • empty cells (use "no data" if appropriate)
  • nested tables (tables within tables)
  • complex tables with multiple header levels

Content

  • Keep content short and clear.
  • Do not use images of tables (screen readers cannot read text in images).

Layout and formatting

  • Align text to the left and numbers to the right.
  • Keep information formatting consistent.

Descriptions

  • Include a visible description above the table so people can understand it before reading.
  • Include alt text (title and description) so screen reader users can identify the table.

Size and complexity

If your table is large or complex:

  • split it into smaller tables
  • or present the information another way

Colour

If you use colour:

  • make sure it is easy to read
  • make sure colours meet contrast requirements
  • do not rely on colour alone to show meaning (use labels or text as well)

Many Word table styles do not meet accessibility requirements, so check them before using.

Check a table

If you can, check your table before publishing.

Manual checks

Give your table a quick check before publishing:

  • it is simple, with a clear layout and no merged or empty cells
  • a header row is set
  • content is aligned consistently and rows do not break across pages
  • the table reads clearly from left to right
  • a visible description and alt text are included
  • colour contrast is clear

Automated checks

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.