How to make Word documents accessible

Tables

Use an accessible table to present simple data or information that can be organised in a structured way. 

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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

Avoid using tables in content unless there is a real user need. Tables, especially complex ones, can be harder to make accessible or view on mobile devices. 

Do not use tables to create document layouts or when normal page structure can be used instead, like headers or lists.

Make sure a table: 

  • has only one row of headers (or one row and one column of headers), otherwise break it down into smaller tables
  • is at least 2 columns and 3 rows, including the column header

Very small tables can still be accessible if properly structured, though they may be better presented as plain text.

You should avoid:

  • publishing complex or nested tables
  • using very large data tables

Consider the alternatives

A table may not always be the best way to present content in Word. A simple table can often be replaced with a:

  • series of bulleted lists with headings and subheadings
  • single bulleted list, using commas to separate the information

If you need to provide a large table of data to users, use an accessible spreadsheet instead. 

Make a table accessible

You must add a table to a document correctly or it will not be accessible. Inaccessible tables are difficult for people using:

  • assistive technologies like screen readers - they must be set up in a certain way to be understood by these tools
  • a mobile or tablet device - in 2024, over 67% of people visiting our public website use these devices

Be sure your table:

  • has a clear simple layout
  • has text that is left aligned and numerical data that is right aligned - column headers can be either left or right aligned depending on the type of data used  
  • does not use empty, split or merged cells, or nested tables (tables within tables)
  • uses accessible colour
  • contains a formatted header row that repeats across the top of each page
  • has no rows that break or split across pages
  • contains alternative text for assistive technology users

This will structure your table so digital tools can correctly understand and present it to users.

Do not:

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

Use a clear, simple layout and logical reading order

Make the layout of your table clear and simple. This will help everyone.

You should avoid:

  • using split or merged cells - if you find this difficult, try splitting your data up into multiple tables
  • including large amounts of text in your table - try using text headings and lists instead

Check the table's reading order makes sense from left to right. Use the ‘Tab’ key on your keyboard to tab through the table cell by cell, row by row.

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 colour accessibility requirements, so check them before you use them.

If you use colour coding, add text labels so people who find it hard to see colours can still understand it.

Insert and format a table

Only add a table to your Word document if:

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

Insert a table

  1. Go to the 'Insert' tab, then 'Table'. 
  2. Select 'Insert Table'.
  3. Choose the number of columns and rows in 'Table size'.
  4. Choose your AutoFit behaviour.
  5. Select 'OK'

Designate a header row 

Add a designated header row to label cells they refer to for assistive technologies. 

To designate a header row:

  1. Select your header row in your table.
  2. Go to 'Tab Design' tab.
  3. Make sure 'Header Row' is ticked.
  4. Go to 'Table Layout' tab.
  5. Select 'Repeat Header Rows'. 

Word is limited in that it will only allow you to add one marked-up header to using the top row of your table.

To add a second header using the first column of cells in your table, you will need to use a PDF editor tool like Acrobat Pro. 

Turn off rows that break across pages

Make sure rows in your table do not split across pages. This creates empty cells that can confuse users. 

Turn this off using these steps:

  1. Select the table.
  2. Go to 'Table Layout' tab, then 'Properties'.
  3. Navigate to the 'Row' tab. 
  4. Under 'Options', untick 'Allow row to break across pages'
  5. Select 'OK'. 

Add alt text to your table

Add Alt text (alternative text) to you table so screen reader or other assistive technologies users know what your table is about. 

Alt text should tell users who cannot see the table it's purpose. This lets them decide if they want to read the table or not.

Try to limit alt text to no more than 1 or 2 sentences (about 150 characters).

To add table alt text:

  1. Select the table.
  2. Go to 'Table Layout' tab, then 'Properties'.
  3. Navigate to the 'Alt Text' tab. 
  4. Under title, label your table, like 'Types of trees in Nottinghamshire'
  5. Describe what you table shows in one or two sentences (about 150 characters).
  6. Select 'OK'. 

Check a table

Do manual and automated checks on your table. Automated checkers will not find all issues with your table.

First, check that your table has:

  • a clear simple layout and reading order that makes sense
  • no split, merged or empty cells
  • accessible colour use
  • a formatted header row and no rows that split across pages
  • no rows that break across pages
  • alt text for assistive technologies users

Then, use the Microsoft Word's Accessibility Checker to check for anything you may have missed.

You can also use a screen reader like NVDA to read your table. To understand the correct way a table should read, the W3C a has working example you can use. 

Related resources

Guidance on tables

Web Content Accessibility Guidelines