Accessibility

The UCR Digital Deep Clean: Week Nine: The Dining Room

May 05, 2026

We’ve saved you a seat at the table. This week we're headed to the Dining Room to tidy our data tables. In a physical dining room, a well-set table makes a meal enjoyable and easy to navigate. In the digital world, the same rule applies. By using proper table “etiquette,” you prevent confusion and data errors for your colleagues and students, especially those viewing your work on mobile devices. However, there is one golden rule to remember: Tables are for data, not aesthetics! 


New Resource


Join the Community of Practice channel on Slack! This is a collaborative space where Highlanders can share knowledge and best practices regarding digital accessibility. Discussions here reflect our community’s collective understanding of federal and UC systemwide requirements.
Please be reminded that additional guidance and resources can be found on the Digital Accessibility website. 


Week Nine Guidance


Set the Table Properly 


Tables should only be used to present data in rows and columns. When we make too many adjustments to the layout, we create a maze for screen readers. To make tables accessible, we must ensure they have a clear "header row." This row acts as the label for everything beneath it, allowing assistive technology to stay organized as it moves through the information.


Accessible Spreadsheets 


Screen readers navigate a grid linearly, one cell at a time. As a result, the data must be predictable. An accessible sheet ensures that any user, regardless of whether they use a mouse, a keyboard, or a screen reader, can:

  • Navigate from the start (Cell A1) to the finish without getting stuck.
  • Understand the relationship between data points and their headers.
  • Interpret charts and images through text descriptions rather than just sight.

Key Tips: 

  • Practice the "no-merge" rule. Merging cells breaks the navigation path for assistive technology and is the most common accessibility error.
  • A1 is the starting point. Always place your title or first data point in cell A1. Avoid "padding" your sheet with empty top rows.
  • Color doesn’t count. If you use green for "pass" and red for "fail," you must also type the words "pass" or "fail" in those cells.
  • Name the tabs. "Sheet 1" is a mystery. "Q1_Sales_Data" is a roadmap. Rename every tab descriptively.

Resources by Tool: 

The Weekly Challenge

  • Identify: Identify your public and most-shared files that contain data tables.
  • Check the Box: Open the "Table Properties" on the data table and ensure the "Header Row" box is checked.
  • Tidy Up: If you find a table that is only used to make text more visually compelling on a webpage or document, move the text into standard paragraphs or a bulleted list instead.

Faculty Focus

When building tables in your Canvas modules, simplicity is key.

  • Keep it simple. Avoid nested tables (a table inside a table) and merged/split cells. These "tangled" layouts are often impossible for screen readers to navigate logically.
  • Audit using UDOIT. Run UDOIT to scan your course. It will flag tables with accessibility issues and provide guidance on how to fix them.                    

XCITE Guidance on Spreadsheets
SDRC Guidance on PowerPoint Tables
SDRC Guidance on Word Tables
Use the UDOIT Tool
 

Website Wranglers

Data tables are grids used to organize information with logical connections. To be accessible, they require HTML markup that identifies header and data cells and defines their relationship, providing essential context for users of assistive technologies.

  • Define the scope. Ensure your header cells are marked with the correct "scope" (identifying whether the header is for a column or a row).
  • Use Siteimprove. Siteimprove will check your site for "Layout Tables." If you’re using a table to position images or text, consider using a multi-column layout tool instead. Accessible tables should always have a <thead> and <th> tag.

Web Accessibility Tables Tutorial
SiteImprove: Table Cell Missing Context 

Did You Miss Previous Weeks or Want to Get Ahead?

You can find all of the accessibility guidance and resources provided as part of the Digital Deep Clean challenge on the Digital Accessibility webpage!

Visit the Digital Accessibility Webpage to Learn More

Access barrier? Report digital accessibility issues or request remediation of inaccessible digital content.
 

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