Tables

Tables are a useful way to present data – in both numerical and text format. Every publication has it’s own style when presenting tables. By that I mean font type and size (often smaller than the body text), which lines/borders appear (horizontal, vertical), the format of notes (both the symbols used and the placement/format of the notes), captioning (using the Word function for captions ensures they are picked up in the list of Tables/Figures), etc. It is important to conform to the style used in the publication. It is critical to present tables consistently within any document.

Some things to consider for all tables:

• Turn on the function ‘repeat header rows’ . The table may not split over the page now, but it may later. Also, this identifies the header row for those using text readers (increasing accessibility).
• Centre data column heading text
• Ensure all cells have same vertical alignment
• If there is not enough room in your table, either adjust column widths, reduce cell margins (Table layout, alignment, cell margins), or make the table landscape – if you have repeated tables with similar data, ensure they are all the same.
• If there is no style to follow, consider removing all vertical borders (Table design, borders). You might go further and remove horizontal borders leaving the borders above and below the row heading, and the border at the end of the table (prior to notes).

Some things to consider when presenting numerical data in tables:

• Decimally align content (see Let’s talk about decimal alignment) – if the data is all the same number of digits, you can simply centre the data as a quicker alternative
• Include the unit (e.g. %) in the column heading and do not repeat the unit in each cell – this makes the content harder to read
• Use the en-rule for minus (see It’s a dash dash dash)

Some things to consider when presenting textual data in tables:

• Ensure text data cells are aligned left (never full)
• Edit the text like you would any other content – ensure consistency and parallel language

It is important to check both the format and the content of tables, including notes and captions, as you would any other part of the document. A good way to check consistency of captions is by reviewing the list of Tables/Figures.

Well presented tables can radically improve the visual appeal of your content and help the reader access your data.