Tables are a great way to organize data and information. However, without alternative text (alt text), tables can be inaccessible to people with visual impairments. Even worse, your key message from the table may be lost to everyone.
Why Alt Text Matters for Tables
Alt text describes visual content for those who cannot see it. It is often used by screen readers to convert text to speech. Without it, a screen reader may simply say, "Table," leaving users clueless about the table’s content. Including alt text ensures your tables are accessible to everyone.
Perhaps more importantly, alt text forces you, as a subject matter expert, to synthesize the key message associated with the table. People read tables in six different ways, so without a strong takeaway, different people will have different perspectives on the same material.
How to Add Alt Text in Word
Right-click the table and select Table Properties.
Go to the Alt Text tab.
In the Description box, enter a concise description of the table. Focus on the table's purpose and key data.
How to Add Alt Text in PowerPoint
Right-click the table and select Edit Alt Text (or use the Accessibility pane).
Type a meaningful description in the Alt Text box.
Avoid phrases like "Table showing" or "Image of"; screen readers already identify it as a table.
Pointers for Effective Alt Text
Be specific but brief.
Highlight trends or key takeaways rather than listing every detail.
Test your document.
Don’t Forget Alt Text in Tables
Alt text for tables is a small step that can have a big impact. Make accessibility a habit—everyone deserves equal access and understanding of your work.
JD Solomon served in executive leadership roles at two Fortune 500 companies before starting JD Solomon, Inc., just before the pandemic. He is the author of Communicating Reliability, Risk & Resiliency to Decision Makers: How to Get Your Boss’s Boss to Understand and Facilitating with FINESSE: A Guide to Successful Business Solutions.
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