Make Tables Accessible

Accessible Tables

UBC Best Practices

  • Insert true tables – Use the built-in tools to add tables in the application or text editor. Do not use images of tables, or drawings of tables, as they will not allow students using screen readers to properly read them.
  • Include table captions – A table caption allows you to summarize its content. Table captions are shown to everyone but are particularly helpful for students using screen readers, as the caption will be read to them first, to contextualize the data.
  • Designate table headers – Label the beginning of each row and/or column with text that describes the content in the rows or columns that follow and designate the text as headers using the application or text editor. Proper headers allow students using screen readers to correctly read the table. 
  • Keep it simple – If possible, limit tables to one row header and/or one column header. Avoid merging or splitting any cells and avoid using nested tables. Additional headers, merged/split cells, and nested tables make it difficult for students using screen readers to correctly read the table. 
  • Fill every cell – Ensure that all cells in the table have data in them—even if that content only indicates a lack of data—and avoid using blank rows or columns for spacing or style. Screen readers read every cell, and blanks can create confusion. 
  • Create contrast – Choose text colours with high colour contrast against the cell background. Higher contrast increases visibility and readability.

Step-by-step help for accessible tables

Select the tool you are using to create or edit content to find suggestions to apply accessibility best practices to your tables. You can also explore the general UBC accessibility FAQs for more guidance.

 

Insert a true table in Canvas

  1. When creating or editing content in the Canvas editor, place your cursor where you would like to insert the table.
  2. In the editor toolbar, click Table, select Table from the options and set the initial number of rows and columns.
  3. Fill in the table, then save the content to save the changes.

Designate a table header in Canvas

  1. Once you have inserted a true table in the Canvas editor, highlight the cells that you would like to designate as headers to select them.
  2. In the editor toolbar, click Table, select Cell from the options, and click Cell properties.
  3. Set the cell type as Header cell, set the scope as either “Row” or “Column” (depending on what these cells are the header for), and click Save.
  4. Save the content to save your change.

Include a table caption in Canvas

  1. Once you have inserted a true table in the Canvas editor, select the table.
  2. Click the first icon in the menu that pops up to edit the table properties.
  3. Check the Show caption box, then click Save.
  4. Place your cursor in the new empty area above the table and type your caption.
  5. Save the content to save your change.

Insert a true table and designate a table header in Excel

  1. Open the Excel file in the Excel desktop application.
  2. Add the table content to the spreadsheet cells, then highlight the cells to select it.
  3. Click the Insert tab at the top, then click Table.
  4. Keep the “My table has headers” box checked and click OK.
  5. Highlight the cells to select the table, then click Review tab at the top.
  6. Mac users: Locate the “Check Accessibility” item and click the arrow icon beside it. Windows users: click on the Check Accessibility text below the icon.
  7. Hover over “Format as Table” and select a style for the table (preferably a higher contrast one).
  8. Click OK, then save the file.

Include a table caption in Excel

  1. Open the Excel file in the Excel desktop application.
  2. To add a caption in the Excel file, you will need a blank row above your table. Assuming your table starts at the first row and first column, right-click (Windows) or control-click (Mac) row 1 on the side and select Insert. This action will insert a blank row above the table.
  3. Type your caption in cell “A1” and save the file.

Check and adjust contrast in Excel

  1. Open the Excel file in the Excel desktop application.
  2. Click the Review tab at the top, then click Check Accessibility. This action will open a new sidebar with any suggestions to improve accessibility in your content.
  3. When Excel detects poor contrast, it will note the issue in the sidebar. Click any issue to see details on how to fix it.
  4. When you are done adjusting contrast, save the file.

Insert a true table and designate a table header in Excel Online

  1. Open the file in the online version of Excel.
  2. Add the table content to the spreadsheet cells and then select it.
  3. Click the Accessibility tab at the top.
  4. Click Format as Table and select a style for the table (preferably a higher contrast one).
  5. Keep the “My table has headers” box checked.
  6. Click OK.

Include a table caption in Excel Online

  1. Open the file in the online version of Excel.
  2. To add a caption in the Excel file, you will need a blank row above your table. Assuming your table starts at the first row, right-click (Windows) or control + click (Mac) the first row and select Insert and then “One row above”. This action will insert a blank row above the table.
  3. Type your caption in cell “A1”.

Check and adjust contrast in Excel Online

  1. Open the file in the online version of Excel.
  2. Click the Review tab at the top, then click Accessibility. This action will open a new sidebar.
  3. When Excel detects poor contrast, it will note the issue as a Warning in the sidebar.
  4. Select the cell(s) with poor contrast. Click the Home tab and then select a higher contrast colour using the Font Color button.

Make edits to tables in a PDF

If you determine tables in a PDF are not accessible, you will need to choose an approach to editing them based on how you originally accessed the PDF.

  1. If you received the PDF from the UBC Library or downloaded it online, see if you can locate another, more accessible version as a replacement.
  2. If you have access to the original, non-PDF file, edit that version directly before re-exporting it as a PDF file.
  3. If you do not have access to another version or the original version, try to export the PDF into a Word file:
    • Open the PDF in Adobe Acrobat Pro. All UBC faculty and staff can access Adobe Acrobat Pro for a yearly subscription fee.
    • In the upper menu, click File, hover over Export a PDF or Export To, whichever you see. Hover over Microsoft Word and choose a Word format. Note that you may be unable to complete this step if the PDF does not allow editing.
    • Follow the instructions on the Word tab on this page for making edits, then save as a new PDF.

Insert a true table and designate a table header in PowerPoint

Mac

  1. Open the PowerPoint file in the PowerPoint desktop application.
  2. Click the Home tab at the top.
  3. Click Layout and select a layout with a title and a content box. If you do not see this option, you may need to expand your window size.
  4. In the content box, click the table icon. Set the initial number of rows and columns, then click OK.
  5. At the top, under the Table Design tab, ensure that the Header Row box is checked. This option will let you use the first row as a designated table header.
  6. Save the file.

Windows

  1. Open the PowerPoint file in the PowerPoint desktop application.
  2. Click the Home tab at the top.
  3. Click Slide Layout and select a layout with a title and a content box. If you do not see this option, you may need to expand your window size and hover over the icons in the Slides section at the top.
  4. In the content box, click the Table icon. Set the initial number of rows and columns, then click OK.
  5. At the top, under the Table Design tab, ensure that the Header Row box is checked. This option will let you designate the first table row as a header.
  6. Save the file.

Include a table caption in PowerPoint

  1. Open the PowerPoint file in the PowerPoint desktop application.
  2. Once you have inserted a true table, type the caption in the content box provided for the slide title.
  3. Save the file.

Insert a true table in PowerPoint Online

  1. Open the file in the online version of PowerPoint.
  2. Place your cursor where you would like to insert the table.
  3. Select the Insert tab at the top, then click the Table. Use either the grid or Choose row and column to set the initial number of rows and columns.

Designate table headers in PowerPoint Online

  1. Open the file in the online version of PowerPoint.
  2. Click somewhere inside your table.
  3. At the top, click the Table tab, then Style Options.
  4. Ensure that the Header Row box is checked. This option will let you use the first row as a designated table header.
  5. If your table also includes headers along the first column, ensure the First Column box is also checked.

Include a table caption in PowerPoint Online

  1. Open the file in the online version of PowerPoint.
  2. Include the caption in the content box provided for the slide title.

Insert a true table and designate a table header in Word

  1. Open the Word file in the Word desktop application.
  2. Click the Insert tab at the top.
  3. Place your cursor where you would like to insert the table. Click Table at the top, then select the initial number of rows and columns.
  4. Click the Table Design tab and ensure that the Header Row box is checked. This option will let you designate the first row as a table header.
  5. Save the file.

Include a table caption in Word

  1. Open the Word file in the Word desktop application.
  2. Once you have inserted a true table, highlight the table to select it.
  3. Click the References tab at the top, and click Insert Caption.
  4. Add the caption, adjust any options including position and numbering for the table, and click OK.
  5. Save the file.

Insert a true table in Word Online

  1. Open the file in the online version of Word.
  2. Place your cursor where you would like to insert the table.
  3. Select the Insert tab and then click the Table button. Use either the grid or Choose row and column to set the initial number of rows and columns.

Designate table headers in Word Online

  1. Open the file in the online version of Word.
  2. Click somewhere inside your table.
  3. At the top, click the Table tab and then Style Options.
  4. Ensure that the “Header Row” box is checked. This option will let you use the first row as a designated table header.
  5. If your table also includes headers along the first column, ensure the “First Column” box is also checked.

Include a table caption in Word Online

Table captions must be added manually in Word 365.

  1. Open the file in the online version of Word.
  2. Click above your table.
  3. Add a short but descriptive caption above the table. It may be helpful to students if the descriptive text is preceded by “Table” and then the table number.

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