Overview
This issue appears when a table in your Word document does not have a header row. Screen readers rely on header rows to announce column names, which helps users understand how information is organized. All tables must include a header row. If the table is being used for layout, replace it with a different structure such as headings, lists, or columns.
Step 1: Confirm the Table Is a Data Table
Word tables should only be used for presenting data.
A table is considered a data table when it:
- Organizes information into meaningful rows and columns
- Contains related categories or values
- Requires column labels for understanding
If the table is being used only to position or arrange content, it is a layout table, and should be removed. Replace layout tables with:
- Headings
- Paragraph text
- Lists
- Columns
- Spacing tools (margins, indents, or line spacing)
Step 2: Add a Header Row in Word
Option 1: If your table is missing a header row entirely, you will need to create one.
- Click the first row of the table.
- Go to the Table Design tab.
- Insert a header row above the first row:
- Select Add Row Above (or Insert > Insert Rows Above).
- Type descriptive header text for each corresponding column so the purpose of the data is clear.
- With the header row selected:
- Check the Header Row box in the Table Design tab.
- Then go to the Layout tab and select Repeat Header Rows.
This ensures the header row is recognized by screen readers and repeats on multi page tables.
Option 2: If your table already has a header row but Word is not recognizing it.
- With the header row selected:
- Check the Header Row box in the Table Design tab.
- Then go to the Layout tab and select Repeat Header Rows.
This ensures the header row is recognized by screen readers and repeats on multi page tables.
Step 3: Reminder for Accessible Tables
To maintain accessible tables:
- Do not merge cells
- Do not leave blank cells
- Keep the structure simple and logical
- Break up overly large or complex tables into smaller tables
- Place a short caption above the table (for example, “Table 1. Enrollment by semester”)
Captions and simple structure help readers understand what the table shows and support screen reader navigation.
Step 4: Review the Table for Accessibility
- Go to the Review tab.
- Select Check Accessibility or Accessibility Assistant.
- Confirm that:
- The header row is recognized
- There are no merged or blank cells
- The reading order is correct
Step 5: Export Correctly
- Save your document.
- When exporting to PDF, use our Saving Word and PowerPoint (PPT) Files to PDF Guide for a more accessible PDF export.
Resources
For more, review these additional resources:
Support
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