Use tables only for tabular data
Use tables when presenting information in rows and columns, such as comparisons, schedules, or numerical data. Do not use tables solely for visual layout purposes.
- Tables are intended for structuring data, not for page layout. [webaccess.msu.edu]
- Screen readers interpret table structures as logical data. Misusing tables can make content more difficult to understand. [accessibility.umn.edu]
Keep tables simple and logical
In general, tables should be easy to understand and navigate [w3.org]:
- Use a single, clear header row and/or header column.
- Avoid complex table structures, such as merged or split cells.
- Ensure a logical reading order (left to right, top to bottom).
- Sometimes two or three simple tables is better than one complex table.
Accessible Excel tables
Use descriptive file and worksheet names
Give the workbook and each worksheet a clear, descriptive name that reflects its content.
Descriptive names help users understand the content and navigate efficiently, especially users of assistive technologies such as screen readers.
Start in cell A1
Screen readers begin reading from cell A1. [hhs.gov, PDF]
If cell A1 is empty, users who cannot see the worksheet may have difficulty locating the beginning of the table.
Add a header row
Headers help users understand what each value represents.
When table cells have row and/or column headers, screen reader users can more easily identify the meaning of the data.
In Excel, a header row also enables:
- Sorting data alphabetically or numerically by column.
- Filtering rows to display only relevant information.
Avoid empty cells
Empty cells can make tables more difficult to understand and navigate.
If necessary, use placeholders such as:
- “No data”
- “N/A”
- “0”
Do not merge or split cells
Avoid merged and split cells.
Cells that differ from the table’s general structure can break its logical organization and make it more difficult for screen readers to associate data with the correct headers.
In many cases, the need for merged cells indicates that the content should be separated into two or more tables.
Ensure sufficient colour contrast
- Text must have sufficient contrast against its background (see the WebAim Contrast Checker).
- Do not convey information through colour alone.
Use a clear font
Choose a readable font, such as:
- Aptos
- Arial
- Calibri
Format cells appropriately
Apply the correct cell format for the data type, such as:
- Number
- Date
- Percentage
Proper formatting helps both users and assistive technologies interpret information correctly.
Add alternative text
Provide alt text for visual elements.
Alternative text conveys the same information to users who cannot see the visual content.
If you insert an Excel table into a Word document, you can add alt text to the table in Word. The alt text should briefly explain what the table contains.