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Create an Accessible Word Document

Accessible tables

Structural markup is essential to accessible tables. This means that users of assistive technology can identify headers and data cells within the table which permits proper understanding and navigation of the table.  

This provides users of assistive technology the context needed to locate where they are in a table. Word provides limited options for providing structural markup as compared to other formats such as HTML and PDF, so it's best to keep a simple structure for tables in Word.

Rules for using tables in Word:

  • Tables should be used for data only
  • Avoid using tables to provide document structure
  • All tables need row and/or column headers identified
  • All cells should have content
  • All cells should be associated with one column and one row
    • No merged columns or split cells
  • Ensure proper colour contrast
  • For more complex tables consider adding:
    • a caption describing the overall content, and/or
    • a summary providing orientation or navigation information.

Creating a table

  1. Click Insert tab
  2. Select Table dropdown
  3. Select Insert Table

To edit the overall table design or layout: 

  1. Select the table within the document 
  2. From the toolbar select: 
    1. Table Design tab to adjust the table's styles and borders, or 
    2. Layout tab to adjust table properties, rows and columns, cell size, text alignment, and more. 

To format table headers:

  1. Click on a table within the document
  2. Click Table Design tab
  3. Select the appropriate Table Style Options:
    1. Select Header Row to set column headers
    2. Select First Column to set the row headers

Tips for handling blank cells

Blank cells are not identified by all assistive technology making it difficult for users to track where they are in tables. We recommend adding content to blank cells to avoid confusion for users. Here are a few tips:

  • Avoid blank header cells - if you are unable to properly identify an appropriate row or column header you may need to rethink your table design
  • Avoid blank data cells - below are two options for identifying blank data cells. If you decide to choose a different option, ensure it fits the context of your table:
    • No data
    • Not applicable or N/A 

Tutorial: Creating an Accessible Table

Practice

Go to your workbook and complete Step 6: Tables.

Check your understanding

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