Tables

Please note: these resources are specific to Texas Tech's electronic thesis and dissertation (ETD) accessibility requirements

For screen readers to be able to properly parse the information in tables, tables should have a simple structure, a clear title or description, and specified header rows.

These instructions include information about how to create tables, how to designate table headers, and how to split tables.

• Please note: tables should only be used to present data. For information on how to create columns in Word, see our Columns page
• Information on creating lists of tables can be found in our List of Tables page

How to create tables

If you prefer video instructions, you can find them at this link.

Creating empty tables to be filled in Word

Using the graphical menu to create a simple table:

1. Select the Insert tab from the top menu
2. Select Table from the ribbon
3. Select the number of columns and rows you would like from the graphical interface

Using the customizable menu to create a table:

1. Select the Insert tab from the top menu
2. Select Table from the ribbon
3. Select the Insert Table option at the bottom of the Table drop-down menu
4. Use the Table size interface to manually select the number of columns and rows
5. Select how you would like to fit the content
6. Select OK

Converting existing information into a table

Converting text to a table

Please note, this option is only available on desktop versions of Word.

1. Highlight the manually separated text you would like to convert into a table
   • Your text must use a consistent separator between items (e.g., tabs, commas)
2. Select the Insert tab from the top menu
3. Select Table from the ribbon
4. Select Convert Text to Table
5. Select your desired settings:
   • Number of columns and Number of Rows
   • Fit Behavior
   • Separate Text at [paragraphs, commas, tabs, other]
6. Select OK

How to designate table headers

Please note: you must use the desktop version of Word to create row headers that repeat across pages (Step 6).

If you prefer video instructions, you can find them at this link.

These instructions follow after you have created a table using the steps above.

1. Place your cursor anywhere in the table to select the table
2. This will cause two new tabs to appear on the ribbon menu: Table Design and Table Layout
   • If you do not see the options in your ribbon menu, you may need to switch to classic ribbon on the right side of your ribbon menu
3. Select the Table Design menu
4. On the left, in table style options, select Header Row
5. Select the Table Layout tab
6. Select Repeat Header Rows (may be under “Data”, depending on your display width), which will turn it gray
   • This will ensure that your table headings will be repeated at the top of any pages where the table crosses a page break
   • This feature is not available on Word for the web, and is only available in the desktop version 

In the desktop version of Word, it is also possible to split a table manually by placing your cursor in the row you would like to be the new top row, then selecting Table Layout>Split Table in the ribbon. This will not repeat the header but does allow you to separately address subsections of your data, if needed.

 

For more information visit Texas Tech's Digital Accessibility Website for trainings and resources, or schedule an appointment at the Graduate Writing Center.

Part of the Electronic Thesis and Dissertation Accessibility Resource for Microsoft Word  series compiled by Allison Belisle, Graduate School, and Rebecca Bruning and Caroline Hetherington, Graduate Writing Center, a unit of Academic Innovation and Student Success, under the Office of the Provost.