Tables: only for data!

Tables have a very specific purpose: to present structured data.

What a table is actually for

Tables exist to help users compare related information across a grid of rows and columns. They work best when you need to present data that involves multiple variables or attributes that users might want to compare across different items.

Effective table use includes study schedules with visit times and locations, comparison of different research programs, participant requirements across multiple studies, and data collection timelines that benefit from structured presentation.

Tables excel when information fits naturally into a row-and-column relationship where each row represents a distinct item and each column represents a consistent attribute. In these cases, tables provide the most efficient way to present information for everyone, including people using assistive technologies.

Why using tables for layout creates problems

When you use a table to control layout - positioning unrelated content side by side or creating visual arrangements - you break the content's semantic meaning and create accessibility barriers.

Screen readers interpret tables as datasets, announcing column and row headers for each cell. When your "table" actually contains unrelated paragraphs positioned for visual effect, users hear confusing announcements about data relationships that don't exist.

Layout tables also don't scale well on mobile devices, resist responsive design, interfere with content updates and maintenance, create unnecessary complexity for styling and formatting, and prevent users from accessing content in logical reading order.

These problems compound over time as content needs change and different devices require different presentations. What seems like a quick visual fix creates long-term usability and maintenance problems.

When tables serve users well

Use tables when your content genuinely involves structured data comparison. The classic test is whether your information would make sense in a spreadsheet - if not, a table probably isn't the right choice.

Effective table content includes service listings with consistent attributes like location, cost, and eligibility criteria, program schedules showing relationships between time, activity, and location, and comparison charts highlighting differences between options or approaches.

Each row should represent a complete unit (a service, person, event, or item), and each column should represent a consistent attribute that applies across all rows. This structure helps users scan for specific information and compare options efficiently.

Table accessibility essentials

Good table accessibility starts with proper structure that helps assistive technology users understand the data organisation and navigate efficiently.

Header rows and columns provide context for data cells, allowing screen readers to announce relevant headings when users navigate to specific cells. Without proper headers, users hear isolated data points without understanding what they represent.
Complete information in every cell prevents confusion when screen readers encounter empty spaces. If no data exists for a particular cell, include "Not applicable," "None," or "-" to signal intentional emptiness rather than missing information.
Simple structure without merged cells works better for assistive technology navigation. Complex merging can confuse screen reader users about relationships between data points and make navigation unpredictable.
Clear table captions or introductory text help users understand the table's purpose before diving into specific data. Context about what the table contains and how it's organised helps users navigate more efficiently.

Common misuse scenarios and better approaches

Contact information often gets forced into tables when simpler organisation would serve users better. If each location has extensive details (address, multiple contact methods, hours, special instructions), individual sections with clear headings typically provide better readability and mobile experience than cramped table cells.
Service listings might seem perfect for tables, but consider whether users need to compare specific attributes across services or whether they're more likely to read about individual services independently. Detailed service descriptions often work better as separate sections linked from summary tables or organised lists.

The decision should focus on user goals and information needs rather than visual tidiness or space conservation.

Implementation workflow

Before creating a table, test whether your content truly requires tabular structure by asking whether users need to compare specific data points across multiple items, whether the information would make sense in a spreadsheet, whether removing the table structure would make relationships less clear, and whether mobile users could navigate the content effectively.

If the answer to any of these questions is no, consider alternative content structures that might serve users better while maintaining accessibility and mobile usability.

When tables do serve user needs, build them properly from the start rather than pasting from external applications. Most content management systems include table creation tools that maintain proper structure and accessibility features better than imported content.

Test table accessibility by navigating with keyboard only, using screen reader simulation if available, viewing on mobile devices to ensure usability, and checking whether the content makes sense when read linearly without visual formatting.

Users should be able to understand the table's purpose, navigate efficiently to find specific information, and access all content regardless of their device or assistive technology. If any of these goals fail, reconsider whether table structure truly serves your content needs.

Check your understanding

Copy and paste this to ChatGPT when you're ready for feedback:

I've been completing some questions as part of an SEO course. I'm currently answering questions for a section titled "Tables: only for data!". Please check my answers and let me know if I've understood the key ideas correctly. My responses are below.

1. What is the main purpose of a table in web content?

To present structured, comparable data in rows and columns
To align text and images side by side
To make long pages feel shorter
To help with responsive design on mobile

2. You're presenting information about your organisation's three research programmes, including eligibility criteria, duration, time commitment, location, and contact details. A colleague suggests using a table to keep everything organised and "make it easier to compare options." Evaluate whether this is appropriate table use and explain how the decision should depend on user goals rather than visual tidiness.