Table Structure

This article will guide you on making tables accessible in documents and presentations.

Introduction

Tables organize information into rows and columns so readers can compare related data efficiently. For accessibility, tables should be used for data, not layout, and built with proper structure such as clear headers and a logical reading order so screen readers can identify relationships between cells and help users navigate the content accurately. This guide explains how to create and review accessible tables in Microsoft Word, Google Docs, PowerPoint, and Google Slides.

Why Accessible Tables Matter

Well-structured tables are critical for accessibility. Screen readers identify header rows and read content in a logical order, so users with disabilities can understand relationships between data. Avoiding merged or split cells, keeping table titles or captions outside tables, and labeling header rows ensures your information is organized and inclusive for all readers. In some tables, the first column contains row labels (for example, categories). Row headers can improve navigation when they are needed and properly supported by the tool and export format.

Before You Review Your Tables, Are You Using Them Correctly?

Tables should present structured data, not act as a layout tool. Use the simplest table that still communicates the data. Keep data tables as simple as possible. Include a clear header row with meaningful column labels so the information makes sense to everyone, including people using screen readers. Consider adding a brief caption or intro sentence that explains what the table shows.

Avoid using the first column as “headers” for each row unless it is necessary to understand the table. If you truly need category labels down the left side to identify each row, use your tool’s built-in row-header settings so header relationships are programmatically defined.

If your table is being used to align text, create columns, or position images, use layout tools instead:

• Word/Google Docs: Use headings/paragraph styles, columns, lists, or spacing tools instead of a table.  
• PowerPoint/Google Slides: Use built-in slide layouts and placeholders (Title and Content, Two Content, etc.) rather than “layout tables,” since reading order and screen reader navigation can break when tables are used for positioning.

Avoid merged or split cells (rowspan/colspan) when possible.

Screen readers often struggle with merged or split cells because they can disrupt how headers are associated with data and how content is read aloud. Redesign your table so each cell contains a single piece of information and add a header row with clear labels. If you cannot remove merged/split cells:

• Consider presenting the information as a list or short structured text.
• Consider splitting one complex table into multiple simpler tables (often especially helpful on slides).

Checklist for Tables

Microsoft Word

☐ Ensure headings are outside tables (Not detected by Word)

• If using a header, describing the table’s content should appear above the table, not inside it.  
• Alternatively, you can use a table caption (see “Add Title and Caption to Table”)

☐ Mark a Header Row

1. Click anywhere in your table.
2. The Table Design tab will appear in the ribbon menu.
3. Check “Header Row” in the Table Design tab; it identifies the first row as a header and can improve how assistive technology interprets the table. 
4. Each cell in the header row should have a clear, descriptive label (like “Year,” “Enrollment,” “Major”).
5. Avoid leaving header cells blank.

☐ Add Table Caption to Table (Not detected by Word)

1. Click anywhere in the table.
2. Go to References → Insert Caption.
3. In Label, choose Table (or click "New Label…" and create one).
4. In Position, choose Above selected item (typical for a table title) or Below selected item.
5. Type your title text after “Table 1” (or whatever number appears).
6. Click OK.

☐ Avoid Merging or Splitting Cells

• Do not merge cells or split them (especially header cells). This disrupts reading order for screen readers.
• If your table has merged cells, redesign it to use individual, unmerged cells.

☐ Confirm Table Structure

1. Use Word’s Accessibility Checker:
2. Go to Review tab > Check Accessibility. 
3. On the right side, a side pane window will appear.
4. Resolve flagged items.
5. Notice as you change the document, the accessibility assistant updates and removes the flagged items.

Google Docs

☐ Ensure Headings Are Outside Tables

• If using a header describing the table’s content, it should appear above the table, not inside it.  

☐ Format the first row to stand out as a header row (Google Docs’ tables do not support a true header row.)

• Format the first row to make it stand out (bold text, centered alignment, or a different background color).
• Add clear labels in each header cell.

☐ Apply Consistent and Unmerged Structure

• Do not merge cells or split them (especially header cells). This disrupts reading order for screen readers.
• If your table has merged cells, redesign it to use individual, unmerged cells.

☐ Keep Tables Simple (Google Docs’ tables have limited support for programmatic header associations, so keep tables simple)

• Try to keep tables short, since screen reader users may have difficulty matching each row to its header in long tables.

☐ If a table is long, consider splitting it into smaller tables or adding a brief intro sentence that restates what the columns represent.

☐ Check Accessibility using Grackle

1. In the top menu click on “Extensions > Grackle Docs > Launch 
2. Troubleshooting: If you do not see the option:
   • You may need to install Grackle.
   • You may be editing a Word document instead of a Google doc. If so, Google will show an icon next to the document's title indicating it's a .DOCX file. 

 

Microsoft PowerPoint

☐ Confirm the table is for data (Not detected by PowerPoint)

• If the table is being used to position content, switch to a built-in slide layout with the correct placeholders (Title and Content, Two Content, etc.).
• Move content into placeholders/text boxes, and remove the layout table.

☐ Mark a Header Row

1. Click anywhere in your table.
2. The Table Design tab will appear in the ribbon menu.
3. Check “Header Row” in the Table Design tab; this marks the first row as a header for screen readers.
4. Each cell in the header row should have a clear, descriptive label (like “Year,” “Enrollment,” “Major”).
5. Avoid leaving header cells blank.

☐ Simplify the table and avoid merged/split cells.

• Update the table so it has consistent rows/columns and avoid merged/split cells where possible. 
• Keep one data item per cell and avoid overly wide tables.

☐ Add a clear title or heading outside the table (Not detected by PowerPoint).

• Add a descriptive slide title (preferred). 
• If needed, add a caption above the table. 
• Keep titles/captions out of the table itself.

☐ Run Accessibility Checker and fix issues.

1. Review > Check Accessibility. 
2. On the right side, a side pane window will appear.
3. Resolve flagged items.
4. Notice as you change the document, the accessibility assistant updates and removes the flagged items.

☐ Provide an alternative for complex tables

• If the table is too large or dense for a slide:
  • Split it across slides 
  • Use multiple simpler tables
  • Add a short text summary of the main insights.

 

Google Slides

☐ Confirm the table is for data (not layout)

• If the table is being used to line up text/images, rebuild the slide using a built-in layout (e.g., Title and body, Two columns) and use text boxes/placeholders instead of a table.

☐ Simplify the table and remove merged/split cells

• Edit the table so each cell contains one piece of information.
• Avoid merged/split cells whenever possible. 
• If the table is very wide, reduce columns or split the content across slides.

☐ Add a clear title or heading outside the table

• Use a descriptive slide title (preferred). 
• If needed, add a short caption above the table. 
• Do not put the title/caption inside the table.

☐ Provide an alternative for complex tables

• If the table is dense, split it across multiple slides.
• Use multiple simpler tables.
• Add a brief text summary of key takeaways on the slide.

☐ Check Accessibility using Grackle

1. In the top menu click on “Extensions > Grackle Slides > Launch 
2. Troubleshooting: If you do not see the option:
   • You may need to install Grackle
   • You may be editing a PowerPoint document instead of a Google Slide.  If so, Google will show an icon next to the document's title indicating it's a .PPTX file. 

Common Table Accessibility Tips

• Use tables only for data (not layout): If you’re using a table to position text/images (especially on slides), switch to document formatting tools or built-in slide layouts instead.  
• Avoid splitting or merging cells: Merged/split cells can confuse screen readers and disrupt navigation—redesign to keep one data item per cell when possible.  
• Place headings outside tables: Include captions/titles before the table. On slides, use a descriptive slide title and/or a caption above the table (not inside it).  
• Always include a header row: Use the first row for headers. In Word, mark it as a header row; in Docs/Slides/PowerPoint, ensure headers are clearly labeled and consistently placed.  
• Use clear, descriptive labels: Avoid blank header cells or vague labels so relationships between headers and data are understandable.  
• Avoid empty cells: Screen readers may skip or misinterpret them; use “N/A” where appropriate or restructure the table.  
• Keep tables simple: Fewer columns/rows are easier for everyone. If a table is wide or complex (common on slides), split it into smaller tables/slides or add a brief text summary of key takeaways.  
• Check reading order (especially on slides): Make sure content is encountered logically (title → text → table → notes/callouts) and fix object order when needed.

 

Additional Resource(s):

• Tables for Websites