Presented at 11:15 am in Virtual D on Wednesday, November 19, 2025.
#41394Speaker(s)
- Karen McCall, Accessible Document Design Consultant and Educator, Karlen Communications
Session Details
- Length of Session: 1-hr
- Format: Lecture
- Expertise Level: All Levels
- Type of session: General Conference
Summary
This is a virtual presentation presented remotely. This session demonstrates the accessibility features of a data table and how design considerations can reduce the accessibility of data tables significantly. The topics include merged or split cells, Table Headers, converting a table from Word to tagged PDF, and when and where to use a table in a form template.
Abstract
This is a virtual presentation presented remotely. We often resort to using a table for design layout without thinking of the consequences for those using a screen reader or who have issues processing information in different ways. This session guides participants through basic design errors and demonstrates how the structure and content of a table can negatively affect those who use adaptive technologies. As with other best practices for accessible digital design, thinking about the design of the data presentation before plunking it into a table helps everyone understand the data. For example, should the number of a WCAG checkpoint be separated from the text of the checkpoint if a checklist is in table format? When creating a checklist, what is the correct information order in a table? When creating an accessible form template, when should you use a table, and what are the alternatives? How do screen readers deal with topic changes within tables…or can they? What are some of the keyboard commands that are used in tables that are not used in the main body text of digital content? And…why do those using screen readers hate tables? We’ll take a look at ColSpan and RowSpan in PDFs and the tools available for remediating merged cells in tables
Keypoints
- Learn how to review data table structure for accessibility.
- Best practices for designing form templates in Word.
- Identify some of the accessibility barriers in complex data tables.
Disability Areas
Cognitive/Learning, Vision
Topic Areas
Alternate Format, Uncategorized, Web/Media/App Access
Speaker Bio(s)
Karen McCall
Karen McCall, M.Ed. is the owner of Karlen Communications. She has been working in the field of accessible document design since 1999. She began her career in website accessibility and auditing and moved to accessible Word, PowerPoint and PDF documents in 2004. Karen is a Canadian delegate to the ISO 14289 or PDF/UA (Universal Access) and the ISO 32000 PDF committee. She has been a Microsoft MVP for Word (Most Valued Professional) since 2009 and a Microsoft Accessibility MVP since 2017 when this category of MVP was established. Karen has written several books on the topic of accessible document design for Word, PowerPoint and PDF documents as well as smaller publications with specific techniques for working with Office applications if you are using adaptive technology and/or the keyboard.