Creating Accessible Tables

Why Accessible Tables Matter

Tables are a great way to organize and present data, but they can pose challenges for students using screen readers. Accessible tables help ensure that all students, regardless of their abilities, can interpret the information accurately. Properly formatted tables provide context, order, and a logical structure that is easy for everyone to navigate.

What Makes a Table Accessible?

Logical Structure: Ensure that tables are used only for presenting data, not for layout purposes. Proper tables convey relationships between data in a clear, meaningful way.
Headers and Scope: Tables should have properly defined headers to provide context. Screen readers use these headers to announce column or row information, making data easier to understand.

How to Create Accessible Tables

Use Table Headers

Designate Header Rows or Columns: Use your document editor’s table tools to set the first row (or column) as a header. This allows screen readers to understand and announce the structure of the table.
Example: In most editors, you can select the row or column, right-click, and choose “Mark as Header” or a similar option.

Add Descriptive Titles or Captions

Caption Your Table: A caption is a brief description that explains the purpose of the table. This helps all students understand what the table is showing at a glance.
Example: Instead of just presenting raw data, add a caption like “Table 1: Enrollment Numbers by Semester.”

Avoid Merged or Split Cells

Keep Cells Simple: Merged or split cells can confuse screen readers and make the data harder to interpret. Stick to a simple grid structure without combining cells where possible.

Specify the Scope

Define Scope for Headers: If your table is complex, specify the scope of each header (e.g., does it apply to a column or a row?). Many editors allow you to define this under table properties, which helps screen readers correctly associate headers with the corresponding data.
Example: If a header spans multiple rows or columns, set its scope appropriately to ensure students understand the data relationships.

Examples of Good vs. Bad Tables

Bad Table:
- Uses merged cells for categories, making it unclear how the data is organized.
- No defined headers, meaning people using screen readers won’t understand the data relationships.
Good Table:
- Uses clearly defined headers for each row and column.
- Includes a caption summarizing the table content.

Tips for Faculty

Use Built-In Tools: Always use the built-in table tools available in your document editor (e.g., Microsoft Word, Google Docs, Canvas) to create tables. This ensures that the correct HTML or accessibility tags are added automatically.
Avoid Visual-Only Formatting: Don’t use tables for visual layout purposes. Using tables for layout confuses screen readers and creates unnecessary obstacles for people with visual impairments. Tables should be used exclusively for organizing and displaying structured data, as this helps users easily interpret and navigate the information. For design and layout purposes, it’s best to rely on CSS, which allows for more accessible and flexible design adjustments that won’t interfere with content accessibility.

What Can I Do Now?

Creating accessible tables is an ongoing practice that starts with intention and follows through with verification. To prevent accessibility issues, always begin by defining the purpose of the table. Ask yourself if the table is intended to present data that requires logical organization—if so, make sure to use clear headers, descriptive captions, and maintain a simple structure without merged or split cells. This thoughtful approach from the outset will help eliminate barriers for students using screen readers, ensuring that the data is easy for everyone to interpret.

Once you’ve created your table, verification is key. Use the built-in accessibility checker in your document editor or Canvas to confirm that your tables are properly formatted. These tools can help identify common problems like missing headers or inappropriate use of merged cells, allowing you to address potential issues before they impact students. Regularly reviewing your tables with these accessibility tools ensures that your materials remain inclusive, allowing all students to engage effectively with the content. By incorporating these simple checks into your workflow, you can help ensure that your tables are genuinely accessible to everyone.