7. Tables

Content: Creating Tables, Header Row, Page Breaks in Tables, Merged Cells, Complex Tables.

7.1 Creating Tables

Tables are created using the Insert Table function.

Further information

What does this mean?
To create a table in Word, the Insert Table function should be used rather than tabs. When you select this function, you can specify the required number of columns and rows. An empty table is then inserted into the document and can be filled with content or extended with additional columns and rows.

Why is this important?
Careful table creation is particularly important to ensure that the content of a document is accessible and can be understood by all readers. In particular, users of screen readers and text-to-speech software, who rely on spoken output, need clear table structures in order to understand the content properly.

If a table is not inserted or structured correctly, various problems can arise. For example, a screen reader may not read the content in the correct order or may not read it completely. It may also happen that cells whose content belongs together are not recognised as belonging together, which can lead to confusion or errors in interpretation.

How can you implement/check this?
In Microsoft Word, you can insert a table by going to the Insert tab and selecting Table. You can then specify the number of columns and rows and fill the table with content.

To check whether a table has been inserted correctly, proceed as follows:

1. Right-click the top-left or bottom-right corner of the table.
2. If the table was created using the Insert Table function, you should see various options for editing the table, such as Delete Table or Table Properties.
3. If you do not see these options, recreate the table using the Insert Table function.
4. Go to Insert > Table and select the required number of columns and rows.

7.2 Header Row

All column headings, that is, the first row, are marked as Header Row, and all row headings, where present, are marked as First Column. The first row containing the column headings is repeated as the header row on every page.

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 structures the content within the rows. To ensure that a table can be read correctly by a screen reader or text-to-speech software, column and row headings should be marked as Header Row and First Column respectively.

The header row of a table in Word 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 repeated on every new page.

If all column headings are marked as Header Row, the content of the table can be assigned clearly. 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 the table being conveyed unclearly or incomprehensibly to screen reader users. For example, if column or row headings are not marked as 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 readers better orientation and makes it easier to interpret the table contents correctly. Screen reader users also benefit from the repeated header row, as it is read aloud at the top 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 Word, the first row of a table can be formatted as a header row. The first column can also be marked as First Column in the Table Design tab. You only need to mark the first column in this way if it actually contains row headings or sorting information.

To check this, proceed as follows:

1. Click in the first cell of the table.
2. Go to Table Design in the ribbon.
3. Look for the Header Row and First Column tick boxes and check whether they are selected.

To mark the header row and make it repeat on every page:

1. Select the first row, then go to Layout > Repeat Header Rows, or right-click and select Table Properties.
2. In Table Properties, under the Row tab, activate the option Repeat as header row at the top of each page.

7.3 Page Breaks in Tables

In tables that span more than one page, page breaks within table rows are prevented.

Further information

What does this mean?
Page breaks within table rows occur when a table row does not fit on a single page and part of its content is moved to the next page. To ensure the readability and clarity of a multi-page table, page breaks within table rows should be avoided. In practical terms, this means preventing automatic page breaks within table rows. Instead, longer text within a row should not be split across pages, so that the entire row remains easier to read and understand.

Why is this important?
If page breaks within table rows are not prevented, various problems can arise. For example, cells or columns may appear on different pages, causing the relationships between them to be lost. In addition, the content of table cells may shift when rows are split across pages, making the table as a whole difficult to read. A clear and well-structured table is therefore essential for accessibility.

Users who rely on text-to-speech or a screen reader can also lose their bearings quickly if table rows are split across two pages, because screen readers interrupt the reading flow to announce the new page and then read additional information at the top of that page.

Preventing page breaks within table rows improves the clarity and structure of the table. Information in the cells remains uninterrupted, and the relationships between individual data points are preserved.

How can you implement/check this?
Depending on the operating system, there are two slightly different ways to do this:

Mac

1. Move the pointer over the table and right-click the top-left or bottom-right corner of the table.
2. Select Table Properties from the context menu.
3. In the window that opens, select the Row tab.
4. Make sure that the option Allow row to break across pages is not selected. If it is selected, clear the checkbox.

Windows

1. Move the pointer over the table and right-click the top-left or bottom-right corner of the table.
2. Select Table Properties from the context menu.
3. In the Table Properties window, select the Row tab.
4. Make sure that the option Allow row to break across pages is not selected. If the checkbox is selected, click it to clear it.
5. Click OK to save the changes.

To check whether page breaks within table rows are prevented, review the table and make sure that all rows are displayed in full on one page. If the content in a row is too long, it is advisable to shorten it, split it into several rows, or consider an alternative way of presenting the information.

7.4 Merged Cells

Cells are not merged.

Further information

What does this mean?
Each row should have the same number of columns so that the content can be assigned to the correct column heading. If cells in a table are merged, this can lead to confusion and ambiguity, because readers cannot be sure which column heading the content belongs to.

Why is this important?
If table cells are merged, problems can arise because the information can no longer be assigned clearly to the corresponding column headings. This can result in information being interpreted incorrectly or incompletely, which may lead to errors or misunderstandings. This is especially likely when the table is enlarged. Users of screen readers and text-to-speech software may also find it difficult to assign and interpret merged cells correctly. To avoid such problems, tables should be formatted in such a way that each cell can be clearly assigned to a specific column and the information is easy to interpret.

How can you implement/check this?
To ensure that cells in a table are not merged, table cells should not be merged. If additional information needs to be included, new rows or columns can be added instead. However, it remains important to ensure that each row has the same number of columns so that the content can be assigned to the correct headings. If too much information is included in one table, the table should either be split into several tables or presented in another format.

You can check whether cells in a table are merged by reviewing the table structure. In Microsoft Word, this can be done by visually inspecting the table or by using accessibility checking tools such as screen readers to verify whether the structure is clear and consistent.

7.5 Complex Tables

Complex tables 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 present 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 may have the document read aloud to them.

By breaking complex tables down into simpler tables with clear headings and structures, the readability and comprehensibility of the document can be improved. Readers 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 manageable tables in Word is relatively straightforward and can be done as follows:

1. Place the cursor in the row where you want to split the table.
2. Click the Layout tab under Table Tools.
3. Click Split Table.
4. Repeat this process wherever the table should be divided into smaller tables.
5. Check the formatting and alignment of the new tables and adjust them if necessary.

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