Tables are powerful tools for organizing and presenting data, but without proper accessibility features, they can become barriers for users relying on assistive technologies. Ensuring that tables in Word and PowerPoint are accessible is essential for communications, especially in educational, governmental, and professional settings.
Why accessibility matters
Accessible tables allow screen readers and other assistive technologies to interpret and navigate data effectively. This benefits:
- People with visual impairments
- Users with cognitive disabilities
- Anyone using alternative input devices
Best practices for accessible tables
Use simple table structure
- Avoid merged or split cells, which can confuse screen readers.
- Keep tables straightforward with clear row and column alignment.
- Avoid empty cells.
Define header rows
- In Word: After inserting a table, go to the Table Design tab and check Header Row under Table Style Options.
- In PowerPoint: Use simple tables and manually label headers clearly, as PowerPoint has limited accessibility features compared to Word.
Add descriptive captions
- Include a caption or heading above the table to describe its purpose.
- In Word: Use Insert > Caption to add a formal caption.
- With PowerPoint: There is no built-in "caption" feature for tables.
Additional tips
- Repeat header rows across pages. In Word, for long tables that span multiple pages, repeat header rows using Table Layout > Repeat Header Rows.
- Avoid using tables for layout. They should only be used for presenting data—not for formatting page layout. Use styles and spacing tools instead.
- Use built-in table tools. Microsoft Office provides built-in tools that help define table properties for accessibility. These tools ensure that screen readers can identify headers and navigate cells correctly.
Special considerations in PowerPoint
PowerPoint tables are more limited in accessibility features. To improve accessibility:
- Use clear, consistent formatting.
- Label headers manually.
- Provide alternative text descriptions for complex data visuals.
- Consider linking to accessible Word or Excel documents for detailed tables.
Testing for accessibility
Use Microsoft’s built-in Accessibility Checker:
- In Word or PowerPoint, go to Review > Check Accessibility.
- This tool highlights issues and offers suggestions for improvement.
References