Accessible PowerPoint (implementation guide)

8.1. Create tables

Tables are created via "Insert table".

What is meant by this?

To create a table in PowerPoint, the "Insert table" function must be used. If you select this function, you can specify the desired number of columns and rows for the table. An empty table is then inserted into the presentation, which can be filled with content or supplemented with additional columns and rows.

Why is it important?

Careful creation of tables is particularly important to ensure that the content of a presentation is accessible and can be perceived by all recipients. In particular, users of screen readers and speech output devices who are dependent on an acoustic output of texts require clear structures in tables in order to make sense of the content.

If a table is not inserted or structured correctly, this can lead to various problems. For example, the screen reader may not display the content in the correct order or in full. It can also happen that cells that belong together in terms of content are not recognised as a unit, which can lead to confusion or errors in interpretation.

How can I implement/check it?

Here is a guide for you on how to use the "Insert table" function in PowerPoint:

1. Navigate to the slide on which you would like to insert the table. Click on the "Insert" tab in the top menu bar of PowerPoint.
2. Click on the "Table" button or, if you are using Mac, on "Insert table" and a drop-down menu will open.
3. You have several options in the drop-down menu: You can either create a new table or insert a table from an external source. If you want to create a new table, move the mouse pointer over the grid pattern in the drop-down menu and click on it.
4. When you create a new table, an empty table is inserted into the presentation. You can adjust the size of the table by dragging the mouse over the edge of the table and adjusting the size accordingly.
5. Click in a cell of the table and start entering your text or data.