Creating Accessible Tables in Microsoft Word (Mac)

This guide is designed for instructors creating course materials in Microsoft Word on a Mac. Following these steps will help ensure tables are accessible to students who use screen readers, keyboard navigation, or other assistive technologies.  

1. Use Tables Only for Data (Not Layout)

✓ Use tables for:

• Schedules
• Rubrics
• Comparisons
• Structured data

× Avoid using tables for:

• Page layout
• Spacing or alignment
• Visual design elements

If the content is not truly tabular, use headings, lists, or paragraphs instead. 

2. Create Tables Using Word's Built-In Tools

Always insert tables using Word's table tool:

1. Go to Insert → Table.
2. Select the number of rows and columns.

When creating tables, do not:

• Draw tables manually
• Paste tables as images

3. Identify Header Rows

Header rows tell screen readers how to interpret the data. 

To set a header row in Word:

1. Click anywhere in the table.
2. Select the first row (the header row).
3. Go to Table Layout → Properties. 
   1. 
4. Select the Row table.
5. Check "Repeat as header row at the top of each page."
6. Select OK.
   1. 

✓Use clear, descriptive labels (e.g., "Assignment," "Due Date," "Points")

4. Keep Tables Simple

Screen readers read tables cell by cell. Complex layouts increase cognitive load. 

Best practices:

• Use a simple grid (rows and columns)
• Avoid:
  • Merged or split cells
  • Nested tables
  • Empty rows or columns for spacing

If your table is becoming complex, consider breaking it into multiple smaller tables. 

5. Avoid Blank Cells When Possible

Blank cells can cause confusion for screen reader users. Instead:

• Add text such as "N/A" or "Not applicable"
• Ensure every cell has meaningful content

6. Use Accessible Formatting (Not Visual Cues Alone)

Do not rely on color, bold, or position alone to convey meaning.

✓Combine formatting with text labels

Example: Instead of only coloring required items red, also label them as "Required" in text. 

7. Ensure Logical Reading Order

Word tables read left to right, top to bottom.

Before finalizing:

• Read across each row to ensure it makes sense
• Confirm that headers align logically with their data

8. Add Table Titles or Introductions

Introduce the table with a brief sentence before it appears.

Example:

Table 1 outlines weekly assignments and due dates for the course. 

This provides important context for screen reader users before they enter the table. 

9. Check Accessibility Using Word's Accessibility Checker (Mac)

1. Go to Review → Check Accessibility
   1. 
2. Review any issues related to tables
3. Follow Word's suggested fixes

Accessible Tables in Word (Mac): Quick Summary

To make tables accessible in Microsoft Word on a Mac:

• Use tables only for data, not for layout or spacing. 
• Insert tables using Word’s built-in table tool (Insert → Table), not images or drawn tables. 
• Designate a header row so screen readers can identify column labels. 
• Keep tables simple—avoid merged cells, nested tables, or overly complex layouts. 
• Avoid blank cells; use text like “N/A” when needed. 
• Don’t rely on color or formatting alone to convey meaning—use clear text labels. 
• Introduce each table with a brief sentence explaining what it shows. 
• Run Word’s Accessibility Checker (Review → Check Accessibility) before sharing. 

Accessible tables help all students better understand and navigate your course materials.