Organize the table around its purpose
A table can be useful for comparing several categories against the same measure. If you are describing a trend, a line chart may be more suitable; if you want to highlight a single result, a short text passage may work better. These are not hard-and-fast rules, but design options to consider in light of your content. If the table has many columns, long cell text, or multiple levels of headings, consider reducing the number of measures or splitting the information across several slides rather than trying to fit everything on one slide.
Before formatting, decide what question the table answers, what each row represents, and which measures the columns show. If you use an abbreviation, unit, or special symbol, explain its meaning on the same slide. This way, viewers do not have to guess how the data relates.
Make headings and cells clear
The slide title can introduce the topic, while a short description above or beside the table can explain how to read it. Write column headings so they make sense on their own: instead of “Change,” say “Change from September” where needed. Show units consistently. If you use a symbol such as “—,” explain what it means; avoid using blank cells to represent different meanings.
Write row labels clearly, too. If codes such as “A” and “B” are necessary, explain them on the same slide. Google’s general accessibility guidance recommends using tables to present data and putting headings in the first row: Google’s accessibility guidelines for documents and presentations. This recommendation is about arranging headings clearly; it does not, by itself, prove how the application will convey cells to a screen reader.
Do not convey meaning through color alone
Color can be used for visual distinction, but it should not be the sole carrier of important meaning, such as an increase, decrease, or category. Support color cues with a text label, an explained symbol, or the value itself. For example, do not show increases and decreases only in green and red; write “Increase” and “Decrease,” or explain what the plus and minus signs mean.
Google’s accessibility guidance advises against relying on visual formatting alone to convey meaning; screen readers may not announce formatting changes such as bold text or highlighting. Therefore, express information that carries meaning in text as well. If text does not fit in a cell, making it smaller is not the only option; consider simplifying the content or splitting it across slides.
Fictional example: monthly attendance
The figures below are fictional and provided for illustration only. A team is comparing attendance at three events with the previous month. The slide title could be “Attendance changes at October events.” Table description: “The figures show the number of attendees, and the change shows the difference from September.”
Column headings: Event, September attendees, October attendees, Change from September.
Rows:
- Workshop — 18 — 22 — +4
- Promotion — 30 — 27 — −3
- Q&A — 12 — 15 — +3
Note below the table: “A positive value indicates an increase; a negative value indicates a decrease.” This explains the comparison period in the headings and the meaning of the signs in the note; increases and decreases are not conveyed through color alone. In a real presentation, check the data source and comparison period. If the table is crowded, consider reducing the number of measures or splitting the information.
Check the order of slide elements in Google Slides
Google Slides’ screen reader guidance states that the tab and reading order of elements added to a slide follows the order in which they were placed, and that this order can be changed by moving elements within the stack. The guide to using Google Slides with a screen reader gives steps for focusing an element, opening the Arrange menu, going to Order, and using Bring to front, Bring forward, Send backward, or Send to back, depending on the current state. According to the guide, the menu shows only options that are currently available.
This process arranges the order of slide elements; it does not guarantee how cell headings will be announced in every case or that all table content will be understood correctly. Check that you have selected the right element on the slide canvas, then review the order again after making changes. If you use another presentation application, do not assume the Google Slides steps apply to it; check the current presentation guidance for that application.
Review the presentation view and content
Check how the table looks during the presentation: Are the headings distinct? Is the cell content readable? Do lines or colors overshadow the text? These are practical checks you can make while editing; on their own, they do not prove accessibility compliance.
Also review the meanings of headings, abbreviations, and symbols in text. If possible, check your file using the accessibility features of the application you use or with assistive technology. For Google Slides, the guidance can help you check the order of slide elements; do not treat this check as a test that resolves every issue related to table cells.
For broader context, see Preparing a presentation about web accessibility; for help adjusting rows to fit, see the guide to Adjusting table row height in Google Slides. These internal links do not indicate that other applications have the same options.
Final checklist and FAQs
- Do the slide title and table description clarify the topic and purpose?
- Are row and column headings, units, and abbreviations clear?
- Is there text or an explained symbol that conveys meaning beyond color?
- Is the text readable in presentation view, and are the cells easy to distinguish?
- If you use Google Slides, have you selected the right element and checked the element order?
- Have you reviewed the current guidance for presentation files in the application you use?
Do I need to stop using color entirely for accessibility?
No. You can use color, but it should not be the only way important meaning is conveyed. Support color information with text, a symbol, or an explanation.
Is the table accessible if I complete one check?
A single check does not guarantee that every table is accessible. Review headings, content relationships, and readability separately, and carry out the checks available under the guidance for the application you use.
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