Skip to main content

When to use tables and how to make them accessible.

First published:
30 March 2021
Last updated:

When to use

Tables should only be used to present data. Do not use tables to present information that could be displayed as a list.

Making tables accessible

Tables must have a header row that explains the content of the columns. 

Example table with 1 header
Failure to make a tax return Penalty
1 day late £100
6 months late Extra £300 or 5% of any unpaid tax, whichever is greater
12 months late Another £300 or 5% of any unpaid tax, whichever is greater
Example table with 2 headers
  30 hours a week or more Less than 30 hours a week
16 to 24 year olds £4,000 £2,000
Aged 25 and over £2,000 £1,000
Re-employment of redundant apprentices £2,600 £1,300

Using the table tool in Drupal

To insert a table in a content paragraph:

  1. select the table icon in the toolbar
  2. select the number of rows and columns you need for your table
  3. select the correct header option so that header text is labelled (First row, First column or both)
  4. add caption text to give the table a title
  5. select OK to create table and complete as required

First row is used for a table where only the first row contains headings (example table with 1 header).

First column is used for tables where only the first column contains headings.

Both is used for tables where the top row and first column contains headings (example table with 2 headers). If you have an empty cell in your header row or column, it will cause an accessibility error. You must right-select the cell, select Cell Properties and amend Cell Type to Data.

Use the style drop-down in the toolbar to align cell data to Table cell align right.

Style

Keep text in cells concise and clear and follow the style guide. You must: 

  • right-align headings and data in columns so that numbers are comparable
  • insert a comma for clarity in numerals over 999, for example 9,000

You can depart from GOV.WALES style to:

  • truncate the names of months to save room, for example Jan, Feb
  • use a dash to show a span between numbers, for example 500-900
  • use numerals throughout (do not use ordinals, for example first, second, 10th)

Size

The size of a table affects how easy it is for people to read and understand it.

The minimum size for a table should be 2 columns and 3 rows (including a column header), but if your table is this small it may be better as normal text.

Try to use a maximum of 4 columns. Depending on the text these can usually be comfortably displayed on a smartphone screen. If it looks like too much, think about splitting your data between tables.