Module 6: Using Built-In Features to Create Data Tables

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Voice Over (VO): Accessible Electronic Document Community of Practice, AED-COP.

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VO: You are watching how to author and test Microsoft PowerPoint presentations for accessibility.

VO: This is module six, using built-in features to create data tables.

VO: This video is one in a series showing how to make a PowerPoint presentation section 508 conformant.

VO: Data tables are a useful way to organize and present information in a presentation.

VO: To ensure data tables are created with accessibility in mind, the tables must be created using the built-in table features, so that assistive technology can read the tables information in a meaningful manner.

VO: Pictures of tables or tables with merged or split cells are not accessible because the information in the table cannot be read in a way that accurately conveys the information in the table.

VO: Additionally, data tables must not be contained within another table. To create accessible data tables, select the Insert tab, then in the Table group, select Insert Table.

VO: Select the number of columns and rows you desire. Do not merge or split cells.

VO: Note, if you need a complex data table, a table with more than one header row, one or more header column, and/or merged or split cells, then you must convert the presentation to an accessible format such as a PDF document remediated for accessibility.

VO: Complex data tables cannot be made accessible within Microsoft PowerPoint.

VO: To identify headers in a table, one, click inside the table.

VO: The table tools options should become visible and the Table Design tab should be open.

VO: Two, if the top row of the table contains headers for each column, as most tables do, make sure the header row checkbox is selected.

VO: Three, if the first column of the table contains headers for each row, make sure the first column checkbox is selected.

VO: In the Table Styles section, select a style where the table headers are clearly identified visually.

VO: Make sure the style has good contrast. To determine if a table is accessible, select the table.

VO: If the Picture Format tab shows up in the ribbon, instead of the table tools options, then the table is a picture.

VO: If the document contains pictures of tables, the document fails this test.

VO: Place your cursor on a table and use the Tab key to move between cells.

VO: Make sure cells don't span more than one column or row, which would indicate merged or split cells.

VO: Are the tables free of merged or split cells? If not, the document fails this test.

VO: When we select this table, the Picture Format tab appears in the ribbon, instead of the table tools options.

VO: This example is not accessible. When we select this table, the table tools options appear in the ribbon.

VO: But, when we tab between cells, we can see that it contains merged cells.

VO: This example is not accessible. In this example, the table tools options appear when we select the table, and the table does not contain merged or split cells.

VO: This example is considered accessible. Thank you for watching Module 6.

VO: You are encouraged to watch the other modules in this video series and revisit modules to gain a mastery of the information provided.

VO: To learn more about Section 508, visit www.section508.gov.

VO: This video is a product of the Accessible Electronic Document Community of Practice, Chief Information Officers Council, and the Federal Aviation Administration.