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public:nnels:etext:tables [2023/07/27 08:47]
rachel.osolen [How to Convert a Table to Normal Text] 		public:nnels:etext:tables [2023/07/27 15:57] (current)
rachel.osolen [Insert Caption (if present)]
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 Tables have a logical reading order from left to right and top to bottom. A well structured table will allow screenreader users to easily navigate and examine data. There are specific keyboard controls for reading tables that differ to the controls for reading regular text. When non-tabular text is rendered with tables, the reading controls are incorrect. This can make it confusing and difficult to read the document with a screenreader. Tables have a logical reading order from left to right and top to bottom. A well structured table will allow screenreader users to easily navigate and examine data. There are specific keyboard controls for reading tables that differ to the controls for reading regular text. When non-tabular text is rendered with tables, the reading controls are incorrect. This can make it confusing and difficult to read the document with a screenreader.
  
-<note>Do not present non-tabular information in a table format even if it presented as such in a book (i.e. a grocery list with two columns).  Present such information as a list in two columns (see [[public:nnels:etext:columns|Formatting Columns]]).</note>  +<note>Do not present non-tabular information in a table format even if it presented as such in a book (i.e. a grocery list with two columns). Present such information as a list in two columns (see [[public:nnels:etext:columns|Formatting Columns]]). Keep in mind, columns are rarely used when reformatting a book, since they are often just for aesthetics. If this is the case the information is probably best formatted as a [[public:nnels:etext:lists|list]] or ''normal'' depending on the context. If you are unsure please post a question on the [[public:nnels:etext:q_a|Production Q&A]].</note> 
- +
-<note>Columns are rarely used when reformatting a book, since they are often just for aesthetics.  If this is the case the information is probably best formatted as a [[public:nnels:etext:lists|list]] or ''normal'' depending on the context. If you are unsure please post a question on the [[public:nnels:etext:q_a|Production Q&A]].</note>+
  
 <note>Do not use split or merged cells in a Table. Screenreaders can’t handle it.</note> <note>Do not use split or merged cells in a Table. Screenreaders can’t handle it.</note>
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 <note important>  Do not use blank rows or columns in a table for formatting. Blank cells, rows, or columns could mislead someone using a screenreader into thinking that there is nothing more in the table. You can fix this by either removing unnecessary blank cells, rows, or columns, or adding some text indicating the cell is intentionally blank. For example: N/A, “No data” or a hyphen.</note> <note important>  Do not use blank rows or columns in a table for formatting. Blank cells, rows, or columns could mislead someone using a screenreader into thinking that there is nothing more in the table. You can fix this by either removing unnecessary blank cells, rows, or columns, or adding some text indicating the cell is intentionally blank. For example: N/A, “No data” or a hyphen.</note>
  
 +=====Insert a Table=====
 +To create and accessible table:
 +  * Go to the ''Insert Tab'' on the ''Ribbon Menu''
 +  * Go to ''Table''
 +  * Choose the number of boxes you want across to create columns, and then choose the number of boxes you want down to create rows for your table.
 +
 +When you add a table to your document, two new tabs appear in the ribbon: 
 +  - Design
 +  - Layout
 +
 +These are the ''Table Tools''. 
 +
 +<note>We do not add any decorative additions to our tables. They only need to have basic border lines around all cells, and include the accessible formatting outlined below.</note>
 +
 +Here is a quick demo for [[https://screenpal.com/watch/c0itr5VkZoe|How to Insert a Table in MS Word]]
 +
 +=====Create Header Row=====
 +Table cells should be marked as table headers or header rows when they serve as labels to help interpret the other cells in the table. Correctly identified headers provide metadata that the screenreader user can call up as needed as they navigate the data points.
 +
 +To set the Header Row:
 +  * Navigate to the ''Table Design Tab''
 +  * Select ''Header Row''
 +  * Enter the text into the top row of the table for each column
 +  * Your table now has a header row!
 +
 +Having a Header Row will make it easier to understand the information that the table contains. Some screen readers can be set up to read column names at any time, which can help when working with a large table.
 +
 +Next, ensure ''Repeat Header Rows'' is enabled. This ensures the header row is repeated across pages. Do this even if the table does not go over multiple pages.
 +
 +To enable ''Repeat Header Rows'':
 +  * Place the cursor in the first row of the table.
 +  * Right click to open the menu and select ''Table Priorities''
 +  * This will open the ''Table Properties'' dialog box
 +  * Select the ''Row'' tab
 +  * Uncheck ''Allow Row to break across pages''
 +  * Check ''Repeat as header row at the top of each page''
 +
 +Here is a quick demo on [[https://screenpal.com/watch/c0it3BVkZrI|How to Create a Header Row for an Accessible Table]]
 +
 +=====Create Table Description and Title=====
 +
 +The last step is to enter a description and a title for the table. These should always be included to give context to a table. Descriptions should answer the question: ''What is the table’s purpose and how is it organized?''
 +
 +For example: ''A breakdown on the project funding separated by columns for the activity name and cost.''
 +
 +Remember to keep the description short and direct. A good guideline is to keep it around 140 words.
 +
 +<note>Tables rarely come with a description, so you will have to always include it. Some tables will come with captions, but these tables will still need the additional Alt-Text description along with the caption. Remember to always include a title. See below for details.</note>
 +
 +To add a Description and Title:
 +  * Select the Table
 +  * Right click to open the menu and select ''Table Priorities''
 +  * This will open the Table Properties dialog box
 +  * Select the Alt-Text Tab in the Properties dialog box
 +  * Enter the title into the title textbox
 +  * Enter the description into the description textbox
 +  * Select Ok.
 +
 +Here is a quick demo on [[https://screenpal.com/watch/c0it3mVkZr9|How to Create a Description and Title for an Accessible Table]]
 +=====Insert Caption (if present)=====
 +
 +Captions are provided by the publisher, and are treated the same way as we would a caption for an image with one small difference: ''the caption goes above the table as opposed to below it.''
 +
 +To Insert a Caption:
 +  * Select the entire table or right click near the edge table to open the menu
 +  * Select ''Insert Caption''
 +  * In the Caption dialog box, type in a short description
 +  * Remove the label (i.e. Figure, Equation, Photo) by selecting ''Exclude Label from Caption''
 +  * Type or copy and paste the book's caption in the caption field
 +
 +<note>When you select ''Exclude Label from Caption'' the number will remain. This will have to be removed manually after insertion.</note>
  
 +Here is a quick demo on [[https://screenpal.com/watch/c0it38VkZ3k|How to Insert Caption and How To Deal with Empty Cells]]
  
 +Congratulations! You now have an accessible table! Remember, for even more accessibility, you can break down larger complex tables into smaller ones with headings. If the data in a table is not tabular, then it should be presented as a [[public:nnels:etext:lists|list]] or paragraph. Remember not to split or merge cells when creating your accessible table. See presentation for more explanation.
  
 =====How to Convert a Table to Normal Text===== =====How to Convert a Table to Normal Text=====
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 To convert a Table to Text To convert a Table to Text
   * First you highlight the table   * First you highlight the table
-  * This will open the 'Table Tools' section in the ribbon menu +  * This will open the ''Table Tools'' section in the ribbon menu 
-  * Select the 'Layout' tab +  * Select the ''Layout'' tab 
-  * On this menu select the 'Convert to Text' button+  * On this menu select the ''Convert to Text'' button
   * This will open a pop up, you then choose the paragraph break option to separate the text and hit okay.   * This will open a pop up, you then choose the paragraph break option to separate the text and hit okay.
  
public/nnels/etext/tables.1690472832.txt.gz · Last modified: 2023/07/27 08:47 by rachel.osolen

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