How to Make Word Table Forms Accessible to Screen Readers
Question details
The user needs a way to make fillable Word questionnaires and table forms accessible and understandable for respondents who use screen readers.
- Product
- Word
- Device & OS
- not provided
- Scenario
- Creating accessible digital questionnaires and forms for users who rely on assistive technologies.
- Observed behavior
- Empty table cells fail to provide actionable context to screen readers, leaving visually impaired respondents confused about where to enter their information.
Ensure the Developer tab is enabled in your Word ribbon, as you will need it to access and insert content controls into your form.
Insert Text Content Controls in Form Tables
Replace empty table cells with text content controls to provide clear, screen-reader-friendly instructions for data entry.
Assistive technologies like screen readers often skip or misread completely empty table cells. By placing a Rich Text or Plain Text Content Control in the cell, you provide a designated input field with readable placeholder text. This explicitly informs the user that input is required and where to type it.
Right-click anywhere on the main ribbon, select 'Customize the Ribbon', and check the 'Developer' box in the right-hand column before clicking OK.
Click inside the empty table cell where you want the respondent to type their answer.
Go to the Developer tab in the ribbon and click either the 'Rich Text Content Control' or 'Plain Text Content Control' icon located in the Controls group.
Leave the default placeholder text intact (e.g., 'Click or tap here to enter text.'). Screen readers will read this aloud, guiding the user to input their data.
Create Accessible Forms with WPS Office
WPS Writer provides comprehensive form-building tools, making it simple to design questionnaires that are clear and accessible for all users while maintaining perfect compatibility with Microsoft Word documents.
- 1. Open WPS Writer: Launch WPS Office and create a new document or open your existing questionnaire.
- 2. Access Form Tools: Navigate to the Insert tab and click on the 'Forms' menu to view available input fields.
- 3. Insert Text Fields: Select 'Text Form Field' and place it inside your table cells to collect user answers clearly.
Frequently Asked Questions
Why are empty table cells problematic for screen readers?
Screen readers rely on text and structural tags to convey information. An empty cell provides no context or instruction, making it difficult for visually impaired users to know if information is required or what they should type.
Can I customize the default placeholder text in a content control?
Yes. You can turn on 'Design Mode' in the Developer tab, edit the default 'Click or tap here to enter text' to something specific like 'Enter your first name here', and then turn Design Mode off.
Are content controls compatible with older versions of Word?
Content controls are fully supported in Word 2007 and later (.docx format). If you save the document in the older .doc format, content controls may be converted to static text or legacy form fields, which can break accessibility features.
How do I check if my Word form is fully accessible?
You can use the built-in Accessibility Checker. Go to the Review tab and click 'Check Accessibility' to scan the document for potential issues, including missing alt text or problematic table structures.
