Outlook: Accessible Tables

Overview

Tables should be used only for data, not layout, and must be structured to support screen reader navigation.

Considerations

• Avoid tables when information can be presented linearly.
• Use built-in table tools.
• Avoid fixed-width tables and unnecessary merged cells.
• Always include header rows.
• Introduce tables with a heading or brief description.
• Check reading order using the Tab key.
• Add alt text describing the table’s purpose.

Steps

Windows (PC App)

For information and a demonstration of steps, please see the Outlook for Windows: Accessible Tables video. 

1. Remove merged cells:
   • Select the row.
   • Right-click > Split Cells.
2. Set header rows:
   • Select the top row.
   • Go to Table Design > Header Row.
3. Choose a high-contrast table style.
4. Add alt text describing the table.
5. In Table Properties:
   • Deselect Allow row to break across pages.
   • Select Repeat as header row at the top of each page.

Outlook 365 (Web)

1. Select the top row.
2. Go to the Table tab and enable Header Row.
3. Use Banded rows/columns for clarity.
4. Split merged cells from the Table tab.

macOS / iOS

For information and a demonstration of steps, please see the Outlook for Mac: Accessible Tables video. 

1. Select the top row.
2. Right-click > Table Properties.
3. Under Row options:
   • Deselect Allow row to break across pages.
   • Select Repeat as header row at the top of each page.
4. Some features must be adjusted manually.

Additional Resources

• Accessible table section in the Make your Outlook emails accessible for people with disabilities guide