Digital Accessibility: Use Simple, Well-Structured Tables for Data

• Always use the built-in table tools in your application or text editor. Avoid using images or drawings of tables, as these cannot be interpreted by assistive technologies.
• Tables should not be used for layout purposes

Why this is a Problem:

• Screen readers treat this like a data table and expect meaningful row/column relationships.

• Users must navigate cell-by-cell, which makes the content harder to understand.

• There's no semantic meaning to this layout—just visual placement.

• Label the beginning of each row and/or column with descriptive text and mark it as a header using your editor’s table features. Proper headers allow screen readers to associate data cells with their corresponding row or column labels.
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• Add a caption to summarize the table’s content. Caption: a summary of what information is contained in the table for people with learning, cognitive or visual disabilities or who are using a screen reader so that they know what to expect once they enter the table.
• Example: A caption for a table showing the number of undergraduate and postgraduate students across departments could be:

“Table 1: Average Class Sizes by Department – Spring 2025”

Question: If we have a caption, why do we need Alt Text and if we do add a caption do we have to add Alt Text?

A table caption provides context for all users, letting everyone know what to expect when they encounter the table. It summarizes the content in a concise way and is visible on the page.

Alt text, on the other hand, serves a distinct purpose for users relying on screen readers or text-to-speech (TTS) tools. Alt text should describe the table’s structure, including:

• The number and meaning of columns and rows 
• Any merged or split cells 
• Key patterns or relationships in the data, if necessary By providing alt text, you ensure that users who cannot see the table still understand its structure and how to navigate it. Even if a caption exists, alt text is essential for accessibility because it conveys information about the layout and organization of the table, not just its general content.

Tip: Keep alt text concise but descriptive, and supplement it with a long description if the table is complex.

Merging or splitting table cells can disrupt the logical structure of a table, making it difficult for users—especially those relying on screen readers—to understand the relationships between data and headers.

• Merged cells combine multiple cells into one, which can confuse screen readers and complicate navigation, potentially leading to misinterpretation of the data. 
• Split cells divide a single cell into multiple cells, breaking the natural flow of rows and columns. This can cause inconsistencies in how assistive technologies report table dimensions and content relationships.   For accessibility, keep tables simple with clearly defined rows and columns, and avoid merging or splitting cells whenever possible.

Leaving cells empty creates gaps that screen readers announce as “empty,” which can confuse users and give the impression of missing or incomplete data. Blank cells also interrupt the logical flow of information, making it harder for all users to understand and navigate the table efficiently.

Tip: If a cell has no applicable data, include a placeholder such as “N/A” or “—” to maintain clarity and accessibility.

High colour contrast between text and its background ensures that content is readable for everyone, including users with low vision or colour vision deficiencies. Sufficient contrast not only improves visibility but also supports comprehension and reduces eye strain for all readers.

Tip: When inserting tables in PowerPoint, always check the colour contrast. Built-in theme tables may not provide enough contrast, so adjust text and cell colours as needed to ensure readability and accessibility.