Tables are For Data and Use Headers

⏱ Time to complete: 5 minutes

You will learn: When to use tables, how to structure them with headers, and why simple tables work best. 

Tables are a great way to organize information that naturally belongs in rows and columns. When they are built correctly, they help everyone compare and understand data. By following a few simple practices, you can create tables that are clear, organized, and usable for all learners.
 

Why It Improves Accessibility

When sighted users look at a table, they can quickly see how rows and columns relate to one another. Screen readers do not "see" this visual layout. Instead, they rely on the table's underlying structure to understand how information is organized. If a table has properly identified header rows, a screen reader announces the appropriate row and column heading as users move through the table. Without headers, the information is read as a series of unrelated cells, making it difficult or impossible to understand the data. 

In addition, merged cells, split cells, and complicated layouts can confuse both readers and assistive technologies because they interrupt the predictable row-and-column structure. Proper table structure benefits everyone by making information easier to scan, compare, and interpret.
 

How-To

Use Tables Only for Data

First, make sure a table is actually the right way to present your information. Use a table when information naturally belongs in rows and columns.

Good uses for tables include:

• Assignment due dates and course schedules
• Grade information
• Survey results
• Grading rubrics

Do not use tables simply to position text or images on a page. Layout tables create unnecessary barriers for people using assistive technology.

Keep Tables Simple and Add A Descriptive Caption

Tables are easier to understand when they follow a predictable row-and-column structure.

Whenever possible:

• Use one header row.
• Avoid merged or split cells.
• Keep information organized in a simple grid.
• Split large or complex tables into smaller ones.
• Include a descriptive caption in the text before the table. 

Simple tables are easier for everyone to navigate. For example, a table like this can be difficult to follow:

🚫 Complex table with no description

Merged cells and multiple levels of headers can make it harder for assistive technology to determine which headers belong to which information. If a table becomes complicated, consider whether you can simplify it, or break it into more than one table.

A caption is a short title or description that tells users what information the table contains.

✅ Simpler tables with Descriptive Captions

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Do Not Rely on Color Alone

Color can make a table easier to scan, but color should not be the only way information is communicated.

For example, an instructor might use red to indicate a missing assignment:

🚫 Informs using color alone

A student who cannot see the color may not know what the red cell means.

Instead, include a text label:

✅ Uses Color Plus Text

This ensures everyone receives the same information regardless of how they view the table.

Five-Minute Fix

When you have a few minutes,

1. Find one table in your course. 
   1. Wondering where to start? Consider a table students rely on frequently, such as:
      1. Assignment due-date tables in a syllabus
      2. Weekly schedules
      3. Grade or rubric tables
2. Ask whether it is really a data table. If you are using it for layout, consider replacing it with an appropriate layout tool.
3. Label the header row. Does it clearly identify what each column represents?
4. Check the table structure. Are there unnecessary merged or split cells that could be simplified?
5. Add a descriptive caption if the purpose of the table is not immediately clear.
6. Check for color-only meaning. If color communicates information, add a text label that communicates the same information.

How Did It Go?

Let us know what you are working on, check if you are on the right track, or ask questions in a one-on-one accessibility consultation.