When to Use Tables
Tables should be used only for tabular data — information that has a logical row-and-column relationship. Tables should never be used for visual layout or positioning. If you need a visual layout, use columns, text boxes, or layout tools instead.
⚡ Quick Rules
- Tables are for data only, never for layout
- Always identify header rows
- Don't merge or split cells
- Use built-in table tools, not tabs or spaces
- Keep tables simple
| ✅ Use a Table For | ❌ Don't Use a Table For |
|---|---|
| Enrollment data by semester | Creating a two-column page layout |
| A course schedule with days and times | Positioning text and images side by side |
| Comparison of accessibility standards | Adding visual spacing between sections |
How to Make Tables Accessible
Use Built-in Table Tools
Always create tables using your application's built-in table tool — never draw tables with tabs or spaces. Built-in tables create the proper structural markup that screen readers need.
- Word: Insert → Table
- PowerPoint: Insert → Table
- Drupal/web: Copy and paste the "Responsive Tables" code from Content → Kitchen Sink into your Source code, then use the table button in the editor for styling and selecting header rows/columns. Reach out to Web Services if you need help with this the first few times.
- Excel: (Excel is inherently a grid — structure is built in, but sheet naming and headers still matter)
Identify Header Rows
Header rows tell screen readers what each column represents. Without them, a screen reader user navigating to column 3 has no idea what the data means.
- Word: Select table → Table Design → check "Header Row"
- PowerPoint: Select table → Table Design → check "Header Row"
- Drupal/HTML: In the WYSIWYG editor, click on the row to make the Table tool appear. Click the Row dropdown → Toggle Header row slider to green (Follow the same process using the Column dropdown to create a column of row headers)
For Long Tables in Word
Check "Repeat as header row at the top of each page" so the headers appear on every page when the table spans multiple pages.
Table Structure Rules
| Rule | Why |
|---|---|
| One header row (optionally one header column) | Gives screen reader users context for the data |
| Don't merge or split cells | Merged cells break the row/column relationship that screen readers rely on |
| Don't leave empty cells without explanation | An empty cell may confuse a screen reader user; use "N/A" or "0" if appropriate |
| Keep tables simple | Complex multi-level tables need advanced markup and are harder to make accessible |