How to make Word documents accessible
Tables
Government Digital Service (GDS) advice on tables says:
'Tables should only be used to present data. Do not use tables for cosmetic changes to layout, for example to present a list because you think it looks better that way'.
When you use a table to present data, it must have:
- No split, merged, or empty cells
- A formatted header row. This should automatically repeat at the top of all pages the table is on.
- Rows that do not split across pages
- Accessible colour use
- A reading order that makes sense (check by tabbing through it cell by cell, row by row)
Why tables need to be accessible
Inaccessible tables are difficult for people using:
- A mobile or tablet - over 60% of our website users use these devices
- Screen readers - they need tables set out in a certain way to understand them
- Only a keyboard - some people are not able to use a mouse and only use a keyboard to navigate
How to make tables accessible in Word
Use a clear, simple layout
When you design your table, make the layout clear and simple. This will help everyone understand your table.
Avoid using split or merged cells. If you find this difficult, try splitting your data up into multiple tables.
You should also avoid including large amounts of text in your table. Try presenting the information using text headings and lists instead of a table.
Add a header row to your table
The cells in the top row of your table should contain text that acts as a heading or label for the cells beneath it. For example, 'fruit' would be good heading text for a column with cells that contain the words 'apples' and 'pears'.
You must also format the top row of your table as the header row. To do this:
- Highlight the top row of your table
- Right click and select 'Table Properties'
- Navigate to the 'Row' tab at the top of the dialogue box
- Tick the checkbox that says 'Repeat as header row at the top of each page'
- Select 'Ok'
Make sure table rows do not split across pages
You must make sure the rows in your table do not split across pages. This creates empty cells, which can be confusing for users. To do this:
- Highlight the whole of your table
- Right click and select 'Table Properties'
- Navigate to the 'Row' tab at the top of the dialogue box
- Untick the checkbox that says 'Allow row to break across pages'
- Select 'Ok'
Add text to any empty cells
Check your table for empty cells. If you find any, add text to them that describes why they are empty. For example, 'None', 'No data', 'Not applicable'. Do not use punctuation, like dashes, as this can confuse users.
If you use any text abbreviations in your table, make sure you explain what they mean in text above your table. For example, if you put 'N/A' in your table, make sure you explain that this means 'Not applicable.'
Use colour in an accessible way
If you use colour in your table to convey meaning (colour-coding), you must also use text to ensure that people who find it difficult to see or differentiate between colours can still understand it.
You must also make sure any colour combinations you use meet colour contrast requirements. Be aware that many Word built-in Table Styles do not meet colour accessibility requirements - so check them before you use them.