8. Tables

Content: Creating Tables, Column Headings, Merged Cells, Table Titles, Complex Tables.

8.1 Creating Tables

Tables are created using the Insert Table function.

Further information

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

Why is this important?
Careful creation of tables is particularly important to ensure that the content of a presentation is accessible and can be perceived by all users. 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?
Here is a guide to using the Insert Table function in PowerPoint:

1. Go to the slide on which you want to insert the table. Click the Insert tab in the ribbon.
2. Click the Table button or, on a Mac, Insert Table. A drop-down menu will open.
3. In the drop-down menu, you can either create a new table or insert a table from an external source. To create a new table, move the pointer over the grid in the drop-down menu and click.
4. A blank table will be inserted into the presentation. You can resize it by dragging its border.
5. Click in a table cell and begin entering your text or data.

8.2 Column Headings

All column headings are marked as Header Row, and all row headings, where present, are marked as First Column.

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.

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 users of screen readers and text-to-speech software. For example, if column or row headings are not marked as Header Row or First Column, the screen reader or text-to-speech software may not interpret the table structure correctly or understand the organisation of the data within the table. As a result, important information may be lost or misinterpreted.

How can you implement/check this?
Here are instructions on how to mark column headings as Header Row and all row headings, where present, as First Column in PowerPoint:

1. Go to the slide containing the table you want to edit. Click the table to select it. This will activate the Table Design tab in the ribbon.
2. Click the Table Design tab. There you will find the Table Style Options section. Within this section, there are two options: Header Row and First Column.
3. Mark the first row as Header Row by ticking the corresponding checkbox. This formats the first row as a header and distinguishes it visually from the rest of the table data.
4. Mark the row headings as First Column by ticking the corresponding checkbox. This formats the first column so that it is visually distinguished from the rest of the table data.
5. If your table already contains data, check that the column and row headings are marked correctly. Review the formatting and adjust it if necessary.

8.3 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 viewed at a larger scale. 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, see section 8.5.

You can check whether cells in a table are merged by reviewing the table structure. In PowerPoint, you can do this as follows:

1. Select the table by clicking on it. This will activate the Layout tab in the ribbon.
2. In the Layout tab, there are various options for reviewing the table structure.
3. To display cell borders, tick View Gridlines. This displays the lines between cells so that you can check the exact structure and positioning of the cells.
4. Review the table carefully to see whether any cells have been merged or whether the structure is unclear.
5. If you identify any structural problems, adjust the table accordingly. You can resize cells or reorganise the table so that the structure becomes clear and consistent.
6. In addition to checking the structure, also review the contents of the cells to ensure that they are correct and consistent.

8.4 Table Titles

Tables have a title and a table description.

Further information

What does this mean?
The title and table description are additional pieces of information provided for a table in PowerPoint. The title describes the content or subject of the table, while the table description provides a more detailed explanation of the table and its contents, for example the purpose of the table, the data used, or other relevant information.

Why is this important?
Adding a title and a table description is important for ensuring the accessibility of the presentation. Users with visual impairments who rely on screen readers or text-to-speech software cannot perceive the content of the table visually. The title and table description enable them to understand the context and meaning of the table and to access the information aurally.

How can you implement/check this?
To add a title and a table description in PowerPoint, you can follow these steps:

1. Click the Insert tab.
2. Click the Text Box button and enter a meaningful title or description in the text box.
3. Place the text box above the table as the title and below the table as the description. Make sure that the table title is consistent with the slide title.

To check whether a table includes a title and a table description, use the following approach:

1. Check whether a title is present and whether it adequately describes the content or subject of the table.
2. Check whether a separate table description is provided near the table and clearly relates to it.

8.5 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 or blindness who may have the presentation read aloud to them and may find complex tables difficult to interpret.

By breaking complex tables down into simpler tables with clear headings and structures, the readability and comprehensibility of the presentation 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?
To convert a complex table into several smaller tables in PowerPoint, you can follow these steps:

1. Select the complex table by clicking on it.
2. Click the Layout tab.
3. In the Layout section, various options are available for editing the table.
4. Select the cells that you want to turn into a separate table. You can do this by dragging across the cells while holding down the mouse button, or by selecting one cell and then holding down Shift while selecting another cell to define a range.
5. Once the required cells are selected, use Ctrl + X to cut them from the original table.
6. Move to the location where you want to insert the new smaller table, right-click, and use Ctrl + V to paste the cut cells as a separate table.
7. Repeat these steps for each additional group of cells that you want to turn into a separate table.
8. On a Mac, use the Command key instead of the Ctrl key.

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