1. Start with a clean table (before it becomes a PDF)
If you can, fix the table in Word, Google Docs, Excel, or InDesign first. PDFs inherit problems from their source. For more video resources to these applications, please go here.
What to do
- Use a real table tool (Insert → Table)
- No tabs or spaces to “fake” columns
- One idea per cell
Why this matters
Screen readers only recognize real tables. Fake tables turn into unreadable text soup.
If you don’t have access to the original document, please scroll down to watch this video on using Adobe Acrobat to make your tables accessible.
2. Use proper header rows (this is the big one)
Every table needs column headers (and sometimes row headers).
What to do
- Identify the top row as headers
- If the first column labels rows, mark that too
Why this matters
A screen reader says things like:
“Enrollment, 2024, 1,245”
Without headers, it just says:
“1,245”
No context = meaningless data.
3. Keep the table simple
Simple tables are accessible tables.
Avoid
- Merged cells
- Split cells
- Tables inside tables
- Diagonal headers
Good rule of thumb
If you have to explain the layout out loud, it’s probably too complex.
What to do
Screen readers read tables line by line, not visually.
4. Export to PDF correctly
When saving or exporting to PDF, you must keep the structure.
In Word
- File → Save As → PDF
- Make sure “Document structure tags for accessibility” is checked
In InDesign
- Export → Adobe PDF (Interactive or Print)
- Check “Create Tagged PDF”
- Make sure table headers are set in InDesign
Why this matters
Tags are the hidden map that tells assistive tech how content is organized.
6. Run the Accessibility Checker (but don’t trust it blindly)
Tools → Accessibility → Full Check
It will:
- Catch missing headers
- Flag broken structure
But the checker is like spellcheck—it helps, but you still need human judgment.
7. Add a summary (optional but helpful)
If the table is dense or data-heavy, add a short sentence before the table explaining it.
Example
“The table below shows student enrollment by year and department.”
Why this helps
Screen reader users get context before diving into raw data.