7.1 Tables
When using tables, it is important to ensure that they are clear and appropriately structured. This helps all users to better understand the information in the table and allows assistive technologies (e.g., screen readers) to provide context so that the information within the table can be conveyed in a meaningful way.
Tips for tables
- Only use tables for tabular information, not for formatting, such as to position columns.
- Use “real tables” rather than text formatted to look like tables using the TAB key or space bar. These will not be recognized by assistive technology.
- Keep tables simple by avoiding merged cells and dividing complex data sets into separate smaller tables, where possible. Whenever possible, use just one row of headings.
- If tables split across pages, set the header to show at the top of each page. Also set the table to break between rows instead of in the middle of rows.
- For more complicated tables, consider creating a text summary of the essential table contents. Any abbreviations used should be explained in the summary.
- Table captions or descriptions should answer the question “what is the table’s purpose and how is it organized?” (e.g., “A sample order form with separate columns for the item name, price and quantity”).
- Table cells should be marked as table headers when they serve as labels to help interpret the other cells in the table.
- Table header cell labels should be concise and clear.
- Ensure the table is not “floating” on the page.
Adding a table
- Go to Table (top navigation bar).
- Under Table Options select New.
- In the “New” drop down menu drag the columns and rows need.
Note: To style the table select the table on the page and choose the design available in the Table Styles panel.
Editor’s note: For later versions of Word for Mac, the insert table functions are in found in the Insert tab.
Note: Be sure to designate table headers: In the Table Design tab, select the checkbox for Header Row, to indicate table headings.
7.2. Lists
When you create lists, it is important to format them as “real lists”. Otherwise, assistive technologies will interpret your list as a series of short separate paragraphs instead of a coherent list of related items.
To create an ordered or unordered list
- Select Home (top navigation bar).
- Under Paragraph select the style (e.g., bullets, number).
7.3 Columns
Use Columns feature for placing text in columns. However, because columns can be a challenge for users of some assistive technologies, you should consider whether a column layout is really necessary.
7.4 Page Breaks
Start a new page by inserting a page break instead of repeated hard returns.
7.5 Use a Table of Contents
Creating an index or table of contents to outline office document content can provide a means of navigating the meaningful sequence of content.
To insert a table of contents
- Place the cursor in your document where you want to create the table of contents.
- Document Elements > Table of Conten