4. Tables

Content: Labels/Names, Header Row, Nested Tables, Complex Tables, Contrast, Empty Rows.

4.1 Labels/Names

Tables are identified as such, have a unique name, and a meaningful label.

Further information

What does this mean?
In Excel, identifying tables means highlighting them using specific formatting or design elements so that they can be distinguished from other data ranges. A unique name is assigned to each table so that it can be easily identified and referenced, particularly in formulas or in other parts of the worksheet. A meaningful label is a clear and precise description of the table that explains its content or purpose and provides a quick overview.

Why is this important?
Clearly identified tables in Excel allow screen reader users to interpret tabular data effectively. Without appropriate identification, the structure and meaning of the table may remain unclear to screen reader users, which can make it more difficult to understand and interpret the data.

A precise and meaningful table title makes it easier to grasp the content of a table quickly and helps users decide whether the table is relevant to them. In addition, table labels should be clear and easy to understand in order to ensure unambiguous identification and efficient comprehension. Clear and precise labelling also helps to avoid misunderstandings and confusion, especially when an Excel document contains several tables. These measures ensure that table data can be used effectively by both sighted users and screen reader users.

How can you implement/check this?
You can label tables in Excel as follows:

1. Select the range that you want to format as a table.
2. Go to the Insert tab and select the Table option.
3. Tick the box labelled My table has headers and confirm by clicking OK.
4. The selected range will now be formatted as a table.
5. Once the table is selected, you can make further configurations and adjustments in the Table Design tab.

When choosing headings or table labels, you should follow a few basic principles to ensure that they are appropriate and easy to understand:

1. Describe the content precisely: the heading or label should be short, concise, and clearly describe the content of the worksheet or table.
2. Use clear and concise language.
3. Use keywords: include relevant keywords that give readers an idea of what to expect on the worksheet or in the table.
4. Use formatting: use a larger font size or bold text to highlight the heading or label and make it easier to read.
5. Check for accuracy: ensure that the information in the heading or label is correct and does not lead to misunderstandings.
6. Avoid repeated labels: avoid repeating labels or headings within the document to prevent confusion.
7. Consider the target audience: ensure that the heading or label is tailored to the needs and knowledge of the target audience.
8. Use correct spelling and symbols: use correct spelling and grammar, and only use symbols and abbreviations that are understood by the target audience.

By following these principles, you can create headings and table labels that are appropriate to the content and easy to understand.

4.2 Header Row

The first row contains the column headings and is marked as the Header Row. Row headings, where applicable, appear in the first column, which is marked as First Column. Column and row headings are meaningful and easy to understand.

Further information

What does this mean?
A clear table structure is created through column and row headings. The header row shows how the content is organised across the columns, while the First Column organises the content within the rows. To ensure that a table can be read correctly by a screen reader or text-to-speech software, the column and row headings should be marked as the Header Row and First Column respectively.

The Header Row of a table is the top row, which normally contains the column headings. It serves to identify and organise the content and structure of the table. In the case of multi-page tables, it should be displayed on every new page.

When all column headings are marked as the Header Row, they help to present the content of the table clearly and understandably. The same applies to row headings marked as First Column. These markings make it possible for the table content to be interpreted correctly and unambiguously.

Why is this important?
Incorrect table formatting can result in the content and structure of a table being conveyed unclearly or incomprehensibly to screen reader users. For example, if column or row headings are not marked as the Header Row or First Column, the screen reader may not interpret the table structure correctly and may not understand how the data is organised. As a result, important information may be lost or misunderstood.

If a table’s header row is not repeated on every page, this can lead to confusion and misinterpretation of the content.

Repeating the column headings on every page can be particularly helpful in complex tables. This repetition gives users better orientation and makes it easier to assign table content correctly. Screen reader users also benefit from the repeated header row, as it is read aloud at the beginning of each page. This means they do not have to keep remembering the column headings or repeatedly return to the beginning of the table to stay oriented.

How can you implement/check this?
In Microsoft Excel, the first row of a table is automatically marked as the Header Row, provided the table has been created correctly. Otherwise, you can proceed as follows:

1. Make sure the first row contains the headings and that the data is arranged below them.
2. Click on the table and go to the Table Design tab.
3. Tick the Header Row box to activate it.
4. Click on the first column if it contains row headings or sorting information.
5. Go to the Table Design tab and select the First Column option to mark it.

To check whether a table is formatted correctly, proceed as follows:

1. Click in the first cell of the table.
2. Go to Table Design in the menu bar.
3. Look for the Header Row and First Column tick boxes in the left-hand section of the menu and check whether they are activated.

 

4.3 Nested Tables

Tables are not nested and do not contain split or merged cells.

Further information

What does this mean?
To keep data clearly organised in Excel and ensure that it can be assigned correctly, each row should contain the same number of columns. Merged or split cells can cause confusion because it becomes difficult to determine which column heading the content belongs to. Each cell should contain only one item of information to allow for easy sorting, filtering, and analysis. It is therefore advisable not to split or merge cells, so that the data remains clearly structured and easy to process.

Nested cells should be avoided entirely in tables. Nested cells are cells that contain a separate table or another complex data structure. This creates confusion and can cause problems when processing data in Excel, as Excel is not designed for such complex data structures.

Why is this important?
If spreadsheet cells are merged, split, or nested, this can cause problems because the information can no longer be clearly assigned to the relevant column headings. This may lead to the information being interpreted incorrectly or incompletely, which can in turn cause errors or misunderstandings. This is especially likely when the table is viewed at a larger scale. Users of screen readers and text-to-speech software may also have difficulty correctly identifying and interpreting merged, split, or nested cells. To avoid such problems, tables should be formatted in a way that allows each cell to be assigned to a specific column and the information to be interpreted easily.

How can you implement/check this?
To ensure that cells in a table are neither merged nor split, table cells should not be merged or split. If it is necessary to include additional information, new rows or columns can be added for this purpose. However, it remains important to ensure that each row contains the same number of columns so that the content can be assigned to the correct column headings. If too much information is included in one table, the table should either be split into several tables or presented in another format.

To check whether your table contains nested, split, or merged cells, follow these steps:

1. Visually inspect each cell in the table to ensure that no cell has been split into smaller parts and that no cells have been merged into a larger cell.
2. Ensure that each cell contains only one type of information and that no cell contains a complex data structure such as an embedded table or chart.
3. If you find any nested, split, or merged cells, separate or unmerge them so that each cell contains only clear and unambiguous information.
4. Check the entire table to ensure that it is well structured and clearly organised, so that the data is easy to read and process.

If you find nested, split, or merged cells in your Excel worksheet and want to resolve them, follow the relevant steps below:

Splitting cells:

1. To split cells, select the relevant cells, then right-click and choose Split Cells.
2. Enter the desired number of cells horizontally or vertically and confirm your selection.

Unmerging cells:

1. Select the merged cells, go to the Home tab, and click the Merge Cells button to return the cells to their original form.

Removing nesting:

1. If you have data contained within nested cells or complex structures, it is advisable to place this data in separate cells or tables to make the table clearer.

 

4.4 Complex Tables

Complex tables, that is, tables with more than two dimensions, are divided into several simple tables.

Further information

What does this mean?
Complex tables are tables that contain a larger number of columns and rows and may represent several levels of data and information. They may be used, for example, in scientific reports, financial reports, or data analysis. Complex tables often contain different types of data, including numerical, textual, and graphical data.

Why is this important?
A clear division of tables is essential to ensure that they are accessible to everyone. This is particularly important for users with visual impairments who rely on the document being read aloud.

By dividing complex tables into simpler tables with clear headings and structures, the readability and comprehensibility of the document can be improved. Users with other impairments, such as concentration difficulties or learning difficulties, also benefit from this structure.

One example would be a financial report table showing various financial indicators such as revenue, profit, and loss. If this table is very extensive and contains a large amount of complex information, it may be difficult for some users to interpret. By splitting it into several tables, for example one table for revenue, one for profit, and one for loss, the information can be presented more clearly and understandably.

How can you implement/check this?
Splitting a complex table into several simpler tables in Excel is relatively straightforward and can be done as follows:

1. Identify the parts of the table that should be split into simpler tables.
2. Select the data that should be moved to a separate table.
3. Left-click and drag the mouse pointer over the relevant cells to select them.
4. Right-click the selected cells and choose Cut from the context menu.
5. Click the cell where you want to paste the data in order to create a new table.
6. Right-click in the selected cell and choose Paste from the context menu.
7. Repeat this process to create separate tables containing the relevant data.
8. Check each new table to ensure that the data has been placed correctly and clearly.

To check your Excel file for complex tables, review the tables in the document. Are there any tables that seem overly complex? Consider how the information could be divided into several simple tables.

 

4.5 Contrast

The selected table style provides sufficient contrast for the table content. This also applies to banded tables, that is, tables with alternating row colours. Text must have a contrast ratio of at least 4.5:1 against the background.

Further information

What does this mean?
The contrast ratio refers to the relationship between the text and the background on which it is displayed. A high contrast ratio makes text easier to read. Sufficient contrast is achieved when the text colour clearly stands out from the background colour. For standard text, the contrast ratio must be at least 4.5:1. Black text on a white background, or vice versa, provides optimal contrast. If other colours are used, the contrast ratio must be checked.

Table styles do not always provide sufficient contrast. When choosing colours, care should always be taken to ensure that the contrast is high enough.

Why is this important?
Sufficient contrast within a table is very important, especially for users with reduced vision. If the contrast is too low, the text within the table may be difficult or impossible to read, creating barriers to accessing information.

For example, people with colour blindness may have difficulty distinguishing between certain colours. An adequate contrast ratio helps ensure that they can still read the text. If the contrast ratio between text and background is low, the text may be harder to read even when the font size is large. A higher contrast ratio can also improve readability on a screen in bright environments, because the text stands out more clearly from the background.

How can you implement/check this?
If you find that your table does not meet the required contrast ratio, you can either change the font colour or adjust the background colour to increase the contrast. Here is a simple guide:

1. Select the table for which you want to increase the contrast.
2. Under Table Design, select a new table style that meets the contrast requirements.
3. Alternatively, click the Font Colour button on the Home tab and choose a colour that contrasts more strongly with the background.
4. Click the Fill Colour button and choose a background colour that provides stronger contrast with the text.
5. Ensure that the contrast ratio between text and background is at least 4.5:1.

To ensure that the contrast ratio between text and background is optimal, you can use online tools or downloadable software. These can automatically calculate the contrast ratio for you.

If in doubt, it is advisable to choose dark text, preferably black, on a light background, preferably white, as this always provides a contrast ratio of at least 4.5:1. It is also important to note that Excel offers an accessibility check that can detect insufficient contrast between text and background when this feature is enabled manually.

 

4.6 Empty Rows

A table must not contain any empty rows or columns.

Further information

What does this mean?
A well-structured Excel table should not contain any empty rows or columns, as these reduce readability and can lead to misinterpretation. If different sections need to be separated, it is advisable to create a second table instead.

Why is this important?
For people who use screen readers, it is important to note that empty cells in Excel are read aloud as empty or in a similar way. When cells are empty, screen reader users may receive the impression that the cell no longer belongs to the table. This can make Excel tables confusing and make navigation more difficult. Avoiding empty cells in Excel tables improves accessibility and makes the table easier to read.

How can you implement/check this?
To remove unnecessary empty rows or columns from your Excel table, proceed as follows:

1. Identify the empty rows or columns that you want to remove. Pay attention to the row numbers and column letters.
2. Select the empty row by clicking the row number on the left, or select the empty column by clicking the column letter at the top of the table.
3. Right-click the selected row or column and choose Delete from the context menu.
4. Confirm the deletion of the empty row or column if prompted.
5. Check the table to ensure that there are no other unnecessary empty rows or columns.