Skip to Content

Digital Accessibility

Tables in Excel

To optimize the accessibility of your Excel tables, you'll need to mark up your tables with headers and define names for your headers.

Format as Table

Tables have many benefits in Excel: default styling, filters, and the ability to easily insert rows or columns. When you create a table, you'll need to specify a header row. Table headers help screen reader users track where they are when navigating through the cells of your table.

To format your data as a table with column headers:

  1. Highlight the rows and columns in your sheet that you would like to format as a table.
  2. Navigate to the Home tab in the ribbon.
  3. Select the Format as Table dropdown.
  4. Choose a default Table Style or create a New Table Style.

    Pro Tip: Go with a Table Style that uses banded rows (i.e., alternating background colors for each row) so that your rows are more visually distinct. Always make sure your text has sufficient color contrast against the table's background colors. 
    Screenshot of the Format as Table dropdown in Excel. Light, Medium, and Dark themes of tables are displayed along with options to create New Table Style... or New PivotTable Style...
    Table Styles in Excel.
  5. Select the checkbox My table has headers and press OK.
    Screenshot of the Format as Table dialog with the prompts "Where is the data for your table?" and a checkbox "My table has headers".

If your table also has a row header, then select the checkbox First Column under the Table tab in the ribbon.


Set a Table Name

After you create a table in Excel, it will have a default Table Name (e.g., Table1) within the Table Design tab of the ribbon on Windows, or within the Table tab on Mac. Use upper camel case (i.e., capitalize the first letter of each word and leave no spaces between words) to give a unique name to your table. The Table Name provides screen reader users with context about what table they are interacting with. 

Example: 

Screenshot of the Table tab in Excel with a table in the sheet. The Table Name is PellGrantRecipients, highlighted with a garnet box. The table has three columns: Pell Grant Status, Percent of Total Enrollment, and Enrollment Headcount.
Example table with the Table Name: PellGrantRecipients.


Define Names for Table Headers

In order for NVDA and JAWS screen readers on Windows to read out table headers properly, the table headers must be marked up with a Title Region using the Define Name function. The following conventions will tell a screen reader what type of headers are available:

TitleRegion: your table has both column and row headers.

Screenshot of a table in Excel with column and row headers. Column headers are Pell Grant Status, Percent of Total Enrollment, and Enrollment Headcount. Row headers are Pell Recipient and Non-Pell Recipient.
Example table with both column and row headers.

ColumnTitleRegion: your table has only column headers, which are in the top row of your table.

Screenshot of a table in Excel with column headers. Column headers are Pell Grant Status, Percent of Total Enrollment, and Enrollment Headcount.
Example table with column headers.

RowTitleRegion: your table has only row headers, which are in the first column of your table.

Screenshot of a table in Excel with row headers. Row headers are Pell Recipient and Non-Pell Recipient.
Example table with row headers.

It's a best practice to only have one table per sheet; however, if you have multiple tables on one sheet, the following naming convention will tell the screen reader where to apply your Title Region: 

[Type of Header][Table Number].[Top Left Cell Address].[Bottom Right Cell Address].[Worksheet Number]

Example: TitleRegion1.A2.C4.1


Steps for Defining Names

  1. Highlight the table headers you plan to define a Title Region for.
  2. Navigate to the Formulas tab in the ribbon.
  3. Open the Define Name dropdown and select Define Name.
  4. Following the conventions provided above, fill in a unique Name.
    Screenshot of the Define Names: New Name dialog. The Name provided is ColumnTitleRegion1.A2.C4.2, with the Scope Define Names Test.
  5. Select your current sheet for the scope and press OK.

While the process to define names may feel cumbersome, it can make a dramatic difference for how understandable your data is to a screen reader user. Not only does this allow screen reader users to hear row and/or column headers as they navigate through the data cells, but it also allows them to more easily navigate to the tables using the Name Box. 

Screenshot of the name box in Excel. The box is focused on cell A1. In the dropdown are the options ColumnTitleRegion1.A1.B5.2 and StudentEnrollment.
The name box in Excel, with the title region and table name as options.


Challenge the conventional. Create the exceptional. No Limits.

©