Create accessible tables

Why accessible tables are important

There are two types of tables: data tables and layout tables. Data tables present tabular information in a grid format, with rows and columns that clarify the meaning of the data. Sighted people can visually scan the table and easily associate data with its corresponding headers. However, people with visual impairments who use screen readers cannot make these visual associations.

This is why it’s important to use the right HTML markup to link table elements correctly. This can be done by manually creating tables in the software or platform you’re using (e.g. Word or Canvas), and using the in-built settings to add a caption and identify the column and row headers. This way, screen reader users can navigate through every cell in the data table and hear the relevant column and row headers spoken out.

Find out more…

The information above is adapted from ‘web accessibility in mind’ (WebAIM).

Read more: WebAIM: Creating accessible data tables

Accessible tables dos and don’ts

Do…

• Only use tables for presenting data (both numerical and categorical). 
• Identify headers when applicable. 
• Keep tables as simple as possible and avoid merged cells. 
• Consider splitting complex tables into two separate tables for easier use and interpretation. 

Don’t…

• Don’t use tables for visual layout purposes, e.g. so that images appear in a certain place or when creating a form. 
• Don’t use screenshots or images of tables. Always use an actual table with text that can be highlighted. 
• Don’t copy tables from different platforms – manually add the table onto the platform. For example, instead of copying a table from Word into Canvas, use the Canvas rich content editor to add a table. 

Why table captions are important

A table caption is a brief text description of a data table and its contents. Captions in tables are essential for accessibility because they provide context and help people understand the purpose of the table without needing to interpret the data first. For people using assistive technology like screen readers, captions provide an introduction to the table and make navigation easier. They also help people with other disabilities by reducing cognitive load, ensuring that the information is relevant before they engage with it. Providing captions in your tables helps make them more accessible for everyone. 

Create accessible tables in Canvas

Follow the instructions to create accessible tables in the Canvas rich content editor. 

Insert a table in Canvas 

Select Table in the menu bar above the Rich Content Editor.  Select the dimensions for your table. 

Add a caption 

A caption can be added to provide a brief description of a table. They appear in a row above the table content and help clarify the purpose of the table. It’s important to keep captions short and to the point. 

1. Select any of the table cells. 
2. Select Table in the top menu bar. 
3. Select Table Properties. 
4. Check the Show caption box and then select OK. A caption field will now appear above the table across the top border. 
5. Type a caption in this caption field. 

Set the header cells and their scope 

1. Select the cells in the row (or column). 
2. Select Table in the top menu bar. 
3. Select Cell and then Cell Properties. 
4. In the Cell Type drop down menu, select Header cell. 
5. In the Scope drop down menu, select Column for the header row cells (or Row for the cells in the header column). Scope refers to which cells the header applies to, so a header cell in the header row applies to that. 

Use the Canvas Accessibility Checker to check for accessibility 

Select the Accessibility Checker icon on the bottom of the Rich Content editor. If the Accessibility checker detected any issues, a number would have appeared next to the icon indicating the number of issues that need to be addressed.   

Useful tip

If your table doesn’t have a caption and/or row and column headers, the Canvas accessibility checker will detect that and guide you through resolving the issues.

Read more: Table Accessibility in Canvas

Create accessible tables in Word

Important!

Do not create your table using the Draw Table Tool.

Create a table in Word 

1. In the Ribbon, select Insert tab, then select Table. Do not create your table using the Draw Table Tool. 
2. Select the number of rows and columns by highlighting the boxes on the grid. 
3. Type in the table data. 

Title your table using the caption tool 

1. In the Ribbon, select References tab, then select Insert Caption. 
2. In the popup window, type the title of the table in the Caption textbox. 
3. In the Label textbox, select Table. Then select OK. 

Identify the Header Row 

1. Select the top row of the table and right click. 
2. Choose Table Properties. 
3. In the popup window, select the Row Tab and check “Repeat as header row at the top of each page.”  Then select OK. 

Restrict the table to your page width 

1. Select the entire table and right click. 
2. Choose Table Properties. 
3. In the popup window, select the Row tab and uncheck “Allow rows to break across pages.” 

Add Bookmark 

1. Place cursor inside the first cell (A1).  
2. In the ribbon, select the Insert tab, then select Bookmark. 
3. In the Bookmark name textbox, type “Title” then the name of your table. Use underscores instead of spaces.  

Add Alt Tag description to Table 

1. Right click on the Table and select Table Properties. 
2. In the popup window, select Alt Text. 
3. Type in a description of your table. 

Use the Word Accessibility Checker to check for accessibility. 

1. In the Ribbon, select the Review Tab, then select Check Accessibility. 
2. The Accessibility Checker will appear on the right side of the screen with the inspection results. If there are any accessibility issues the errors will be listed. 

Find out more…

Read more on creating tables in Microsoft Word:

Microsoft Word Tables Accessible practice

Microsoft: Create Accessible Tables (video)