Did you know that making data tables accessible helps everyone understand the data—and ensures people using screen readers can navigate them too?

Tables are an effective way to present data, but they must be accessible to ensure everyone can understand and navigate them—including people using screen readers or other assistive technologies. This guide outlines best practices for creating simple, accessible tables in Microsoft Word, PowerPoint, Excel, and PDF. For detailed instructions by document type, visit Create Accessible Digital Products.

Tips for All Platforms

• Use Descriptive Headers: Ensure that column and row headers clearly define the data.
• Provide Context: Use <captions> element, or surrounding text, to explain complex tables.
• Use Built-in Checkers: Use the accessibility checkers built into your authoring tools for a cursory check of your document.
• Where complex table structures are required, use HTML or PDF file formats as they allow Headers and ID attributes to programmatically associate data cells.

To subscribe to, manage, or unsubscribe from Accessibility Bytes, visit GSA Email Updates.

Reviewed/Updated: August 2025