{"id":332,"date":"2018-11-23T15:04:38","date_gmt":"2018-11-23T22:04:38","guid":{"rendered":"http:\/\/www.quixotes.org\/kaizen\/?page_id=332"},"modified":"2024-06-02T11:08:42","modified_gmt":"2024-06-02T18:08:42","slug":"procedure-for-converting-tables-to-screen-reader-friendly-versions","status":"publish","type":"page","link":"https:\/\/www.quixotes.org\/kaizen\/making-tables-accessible\/procedure-for-converting-tables-to-screen-reader-friendly-versions\/","title":{"rendered":"Procedure for converting tables to screen reader friendly versions"},"content":{"rendered":"

MS Word .doc (92 kb)<\/strong><\/a><\/p>\n

MS Word .doc Large Print (90 kb)<\/strong><\/a><\/p>\n

Part One: Using MS Word and MS Excel<\/h4>\n

This procedure uses MS Word and MS Excel, or another combination of word processor and spreadsheet program. Go to Part Two for a procedure involving only the word processor program.<\/p>\n

It is important to note that the procedure will not work on tables with split columns or rows.<\/p>\n

Sample table<\/p>\n

Age group
\nMen & Boys
\nWomen & Girls
\nTotal<\/p>\n

To access the original table, download the MS Word .doc version (92 kb)<\/a><\/strong> or the MS Word .doc Large Print version (90 kb)<\/a><\/strong><\/p>\n

1. Select the above table and copy it to the clipboard<\/p>\n

2. Paste the table into a new Excel worksheet. The result will look somewhat like this:<\/p>\n

Age group
\nMen & Boys
\nWomen & Girls
\nTotal
\nunder 18
\n72
\n73
\n145
\n18 to 65
\n127
\n172
\n299
\nover 65
\n90
\n122
\n212
\nAll ages
\n289
\n367
\n656<\/p>\n

To avoid problems later on, make sure that the data in the header row of the MS Word table displays on a single row in Excel.<\/p>\n

3. In Excel, insert columns to the left of each of the original table columns.
\nTo do this, place the cursor in each of the original columns and choose Columns from the Insert menu. A blank new column appears to the left.
\nThe result will look somewhat like this:<\/p>\n

Age group<\/p>\n

Men & Boys<\/p>\n

Women & Girls<\/p>\n

Total<\/p>\n

under 18<\/p>\n

72<\/p>\n

73<\/p>\n

145<\/p>\n

18 to 65<\/p>\n

127<\/p>\n

172<\/p>\n

299<\/p>\n

over 65<\/p>\n

90<\/p>\n

122<\/p>\n

212<\/p>\n

All ages<\/p>\n

289<\/p>\n

367<\/p>\n

656<\/p>\n

4. In Excel, copy the column head of the leftmost column, in this case “Age group.”
\nThen select the cell to the left of the cell containing data in the first row of the table, in this case “under 18”.
\nThen, use Shift plus the Down Arrow key to select all the cells in this column.
\nThen press Control plus the letter V, or choose Paste from the Edit menu.
\nThe column heading that was copied to the clipboard will be inserted into each of the selected cells simultaneously.<\/p>\n

5. Copy the column head of the second column and paste it into the appropriate rows in the blank column you had inserted to the left of the original table’s second column. Repeat the process for additional columns. The result will look somewhat like this:<\/p>\n

Age group<\/p>\n

Men & Boys<\/p>\n

Women & Girls<\/p>\n

Total
\nAge group
\nunder 18
\nMen & Boys
\n72
\nWomen & Girls
\n73
\nTotal
\n145
\nAge group
\n18 to 65
\nMen & Boys
\n127
\nWomen & Girls
\n172
\nTotal
\n299
\nAge group
\nover 65
\nMen & Boys
\n90
\nWomen & Girls
\n122
\nTotal
\n212
\nAge group
\nAll ages
\nMen & Boys
\n289
\nWomen & Girls
\n367
\nTotal
\n656<\/p>\n

6. In Excel, delete the top row of text, which contains the original table’s column headings and is no longer needed.<\/p>\n

7. Select the remaining cells.
\nCopy the selection to the clipboard.
\nThen return to MS Word and paste the clipboard content into a Word document.
\nThe result will look like this:<\/p>\n

Age group
\nunder 18
\nMen & Boys
\n72
\nWomen & Girls
\n73
\nTotal
\n145
\nAge group
\n18 to 65
\nMen & Boys
\n127
\nWomen & Girls
\n172
\nTotal
\n299
\nAge group
\nover 65
\nMen & Boys
\n90
\nWomen & Girls
\n122
\nTotal
\n212
\nAge group
\nAll ages
\nMen & Boys
\n289
\nWomen & Girls
\n367
\nTotal
\n656<\/p>\n

8. In Word, select Options from the Tools menu and, on the View tab of the Options dialog, check the boxes for Non-printing Characters. This facilitates finishing the remainder of the conversion process because it reveals the locations of paragraph marks, tab characters and spaces.<\/p>\n

9. Select the newly-pasted table (Table menu, Select, Table).
\nChoose Convert Table to Text from the Table menu.
\nIn the Convert Table to Text dialog that opens, make sure the Tabs radio button is selected in the section for Separate Text With…
\nThe converted table should look like this:<\/p>\n

Age group under 18 Men & Boys 72 Women & Girls 73 Total 145
\nAge group 18 to 65 Men & Boys 127 Women & Girls 172 Total 299
\nAge group over 65 Men & Boys 90 Women & Girls 122 Total 212
\nAge group All ages Men & Boys 289 Women & Girls 367 Total 656<\/p>\n

10. Select the paragraphs resulting from converting the table to text. The following steps use the Replace command, on Word’s Edit menu, for only these paragraphs. It is important not to do Replace operations on an entire document, unless you create a separate document devoted only to making an adapted version of a table.<\/p>\n

10.1 If necessary, activate the More button to reveal Search Options
\nWith the cursor in the Find What field of the Replace dialog box, activate the Special menu and choose Paragraph Mark (or type ^p).
\nIn the Replace With field, choose Paragraph Mark twice from the Special menu (or type ^p^p into the text box).
\nActivate the Replace All button or use the keyboard shortcut Alt plus A.
\nA dialog appears indicating that Word has finished checking the selection, telling how many changes were made, and asking if you want to check the remainder of the document. Select the No button or type the letter N.<\/p>\n

10.2 In order to relate the column headings to data in the cells corresponding to them, you do replace operations that put these pairs on separate lines.
\nIn the example above, the first pair on each line will not be changed.
\nThe following pairs, beginning with tab characters followed by “Men & Boys”, need to be pushed onto new lines.
\nTo do that, go to the Find What field of the Replace dialog, insert a tab character (Special menu, Tab Character or type ^t) followed by Men & Boys.
\nThen, in the Replace With field, insert a paragraph mark (Special menu, Paragraph Mark or type ^p) and type Men & Boys.
\nChoose Replace All for the selection only. The result should appear thus:<\/p>\n

Age group under 18
\nMen & Boys 72 Women & Girls 73 Total 145<\/p>\n

Age group 18 to 65
\nMen & Boys 127 Women & Girls 172 Total 299<\/p>\n

Age group over 65
\nMen & Boys 90 Women & Girls 122 Total 212<\/p>\n

Age group All ages
\nMen & Boys 289 Women & Girls 367 Total 656<\/p>\n

10.3 The next pairs that need to be put on new lines begin with a tab character followed by Women & Girls.
\nTo do that, go to the Find What field of the Replace dialog, insert a tab character (Special menu, Tab Character or type ^t) followed by Women & Girls.
\nThen, in the Replace With field, insert a paragraph mark (Special menu, Paragraph Mark or type ^p) and type Women & Girls.
\nChoose Replace All for the selection only. The result should appear thus:<\/p>\n

Age group under 18
\nMen & Boys 72
\nWomen & Girls 73 Total 145<\/p>\n

Age group 18 to 65
\nMen & Boys 127
\nWomen & Girls 172 Total 299<\/p>\n

Age group over 65
\nMen & Boys 90
\nWomen & Girls 122 Total 212<\/p>\n

Age group All ages
\nMen & Boys 289
\nWomen & Girls 367 Total 656<\/p>\n

10.4 The final pairs that need to be put on new lines begin with a tab character followed by Total.
\nTo do that, go to the Find What field of the Replace dialog, insert a tab character (Special menu, Tab Character or type ^t) followed by Total.
\nThen, in the Replace With field, insert a paragraph mark (Special menu, Paragraph Mark or type ^p) and type Total.
\nChoose Replace All for the selection only. The result should appear thus:<\/p>\n

Age group under 18
\nMen & Boys 72
\nWomen & Girls 73
\nTotal 145<\/p>\n

Age group 18 to 65
\nMen & Boys 127
\nWomen & Girls 172
\nTotal 299<\/p>\n

Age group over 65
\nMen & Boys 90
\nWomen & Girls 122
\nTotal 212<\/p>\n

Age group All ages
\nMen & Boys 289
\nWomen & Girls 367
\nTotal 656<\/p>\n

11. For easier reading, both visually and with screen reader software, it is desirable to replace all of the tab characters with colons followed by two spaces.
\nIn the Replace dialog, with the cursor in the Find What field, choose Tab Character from the Special menu or type ^t.
\nIn the Replace With field, type a colon followed by two spaces. Choose Replace All, or type Alt plus a, and limit the result to the selection.
\nIt should look something like this:<\/p>\n

Age group: under 18
\nMen & Boys: 72
\nWomen & Girls: 73
\nTotal: 145<\/p>\n

Age group: 18 to 65
\nMen & Boys: 127
\nWomen & Girls: 172
\nTotal: 299<\/p>\n

Age group: over 65
\nMen & Boys: 90
\nWomen & Girls: 122
\nTotal: 212<\/p>\n

Age group: All ages
\nMen & Boys: 289
\nWomen & Girls: 367
\nTotal: 656<\/p>\n

Part Two, using MS Word only<\/h4>\n

While using MS Excel or another spreadsheet application in conjunction with Word or another word processor is one good way to convert tables to an accessible form, when only a word processor with table handling capability is available, the following procedure can be used to convert a table for optimum use by blind or visually impaired individuals.<\/p>\n

It is important to note that the procedure will not work on tables with split columns or rows.<\/p>\n

Sample table<\/p>\n

Age group
\nMen & Boys
\nWomen & Girls
\nTotal
\nunder 18
\n72
\n73
\n145
\n18 to 65
\n127
\n172
\n299
\nover 65
\n90
\n122
\n212
\nAll ages
\n289
\n367
\n656<\/p>\n

1. Select the leftmost column in the table.
\nTo do this, place the cursor in any cell in the column and choose Select Column from the Table menu.
\nThen choose Insert Column from the Table menu.
\nNext, copy the column heading, “Age group,” from the leftmost column of the original table.
\nPaste it repeatedly into cells in the newly inserted column to the left.<\/p>\n

2. Select the second column and insert a new column to its left, as described above.
\nCopy the heading of the original second column, Men & Boys, and paste it repeatedly into cells of the newly created column to its left.<\/p>\n

3. Repeat this procedure for additional columns.
\nYou will probably need to zoom the MS Word window to 75 percent or less to view the entire contents of the altered table.
\nThe result will appear somewhat like this:<\/p>\n

Age group<\/p>\n

Men & Boys<\/p>\n

Women & Girls<\/p>\n

Total
\nAge group
\nunder 18
\nMen & Boys
\n72
\nWomen & Girls
\n73
\nTotal
\n145
\nAge group
\n18 to 65
\nMen & Boys
\n127
\nWomen & Girls
\n172
\nTotal
\n299
\nAge group
\nover 65
\nMen & Boys
\n90
\nWomen & Girls
\n122
\nTotal
\n212
\nAge group
\nAll ages
\nMen & Boys
\n289
\nWomen & Girls
\n367
\nTotal
\n656<\/p>\n

4. Select the top row of the table (which contains the original headings) and, from the Table menu, choose Delete Row.
\nThe resulting table contains data to be used for the conversion process.
\nThe only difference here is that the table to be converted to text has not been pasted from Excel but has been worked on only in Word.<\/p>\n

5. Select Options from the Tools menu and, on the View tab of the Options dialog, check the boxes for Non-printing Characters. This facilitates finishing the remainder of the conversion process because it reveals the locations of paragraph marks, tab characters and spaces.<\/p>\n

6. Select the table (Table menu, Select, Table).
\nChoose Convert Table to Text from the Table menu.
\nIn the Convert Table to Text dialog that opens, make sure the Tabs radio button is selected in the section for Separate Text With…
\nThe converted table should look like this:<\/p>\n

Age group under 18 Men & Boys 72 Women & Girls 73 Total 145
\nAge group 18 to 65 Men & Boys 127 Women & Girls 172 Total 299
\nAge group over 65 Men & Boys 90 Women & Girls 122 Total 212
\nAge group All ages Men & Boys 289 Women & Girls 367 Total 656<\/p>\n

7. Select the paragraphs resulting from converting the table to text. The following steps use the Replace command, on Word’s Edit menu, for only these paragraphs. It is important not to do Replace operations on an entire document, unless you create a separate document devoted only to making an adapted version of a table.<\/p>\n

7.1 If necessary, activate the More button to reveal Search Options
\nWith the cursor in the Find What field of the Replace dialog box, activate the Special menu and choose Paragraph Mark (or type ^p).
\nIn the Replace With field, choose Paragraph Mark twice from the Special menu (or type ^p^p into the text box).
\nActivate the Replace All button or use the keyboard shortcut Alt plus A.
\nA dialog appears indicating that Word has finished checking the selection, telling how many changes were made, and asking if you want to check the remainder of the document. Select the No button or type the letter N.<\/p>\n

7.2 In order to relate the column headings to data in the cells corresponding to them, you do replace operations that put these pairs on separate lines.
\nIn the example above, the first pair on each line will not be changed.
\nThe following pairs, beginning with tab characters followed by “Men & Boys”, need to be pushed onto new lines.
\nTo do that, go to the Find What field of the Replace dialog, insert a tab character (Special menu, Tab Character or type ^t) followed by Men & Boys.
\nThen, in the Replace With field, insert a paragraph mark (Special menu, Paragraph Mark or type ^p) and type Men & Boys.
\nChoose Replace All for the selection only. The result should appear thus:<\/p>\n

Age group under 18
\nMen & Boys 72 Women & Girls 73 Total 145<\/p>\n

Age group 18 to 65
\nMen & Boys 127 Women & Girls 172 Total 299<\/p>\n

Age group over 65
\nMen & Boys 90 Women & Girls 122 Total 212<\/p>\n

Age group All ages
\nMen & Boys 289 Women & Girls 367 Total 656<\/p>\n

7.3 The next pairs that need to be put on new lines begin with a tab character followed by Women & Girls.
\nTo do that, go to the Find What field of the Replace dialog, insert a tab character (Special menu, Tab Character or type ^t) followed by Women & Girls.
\nThen, in the Replace With field, insert a paragraph mark (Special menu, Paragraph Mark or type ^p) and type Women & Girls.
\nChoose Replace All for the selection only. The result should appear thus:<\/p>\n

Age group under 18
\nMen & Boys 72
\nWomen & Girls 73 Total 145<\/p>\n

Age group 18 to 65
\nMen & Boys 127
\nWomen & Girls 172 Total 299<\/p>\n

Age group over 65
\nMen & Boys 90
\nWomen & Girls 122 Total 212<\/p>\n

Age group All ages
\nMen & Boys 289
\nWomen & Girls 367 Total 656<\/p>\n

7.4 The final pairs that need to be put on new lines begin with a tab character followed by Total.
\nTo do that, go to the Find What field of the Replace dialog, insert a tab character (Special menu, Tab Character or type ^t) followed by Total.
\nThen, in the Replace With field, insert a paragraph mark (Special menu, Paragraph Mark or type ^p) and type Total.
\nChoose Replace All for the selection only. The result should appear thus:<\/p>\n

Age group under 18
\nMen & Boys 72
\nWomen & Girls 73
\nTotal 145<\/p>\n

Age group 18 to 65
\nMen & Boys 127
\nWomen & Girls 172
\nTotal 299<\/p>\n

Age group over 65
\nMen & Boys 90
\nWomen & Girls 122
\nTotal 212<\/p>\n

Age group All ages
\nMen & Boys 289
\nWomen & Girls 367
\nTotal 656<\/p>\n

8. For easier reading, both visually and with screen reader software, it is desirable to replace all of the tab characters with colons followed by two spaces.
\nIn the Replace dialog, with the cursor in the Find What field, choose Tab Character from the Special menu or type ^t.
\nIn the Replace With field, type a colon followed by two spaces. Choose Replace All, or type Alt plus a, and limit the result to the selection.
\nIt should look something like this:<\/p>\n

Age group: under 18
\nMen & Boys: 72
\nWomen & Girls: 73
\nTotal: 145<\/p>\n

Age group: 18 to 65
\nMen & Boys: 127
\nWomen & Girls: 172
\nTotal: 299<\/p>\n

Age group: over 65
\nMen & Boys: 90
\nWomen & Girls: 122
\nTotal: 212<\/p>\n

Age group: All ages
\nMen & Boys: 289
\nWomen & Girls: 367
\nTotal: 656<\/p>\n

Copyright \u00a9 2006\/2019 Kaizen Program for New English Learners with Visual Limitations<\/p>\n

Kaizen Program<\/span>
\nfor New English Learners with Visual Limitations<\/span>
\nemail: kaizen ( at ) quixotes.org<\/span>
\nweb: https:\/\/www.quixotes.org\/kaizen\/\/<\/a><\/span><\/h5>\n","protected":false},"excerpt":{"rendered":"

MS Word .doc (92 kb) MS Word .doc Large Print (90 kb) Part One: Using MS Word and MS Excel This procedure uses MS Word and MS Excel, or another combination of word processor and spreadsheet program. Go to Part …<\/p>\n

Procedure for converting tables to screen reader friendly versions<\/span> Read More »<\/a><\/p>\n","protected":false},"author":1,"featured_media":0,"parent":80,"menu_order":2,"comment_status":"closed","ping_status":"closed","template":"full-width-page.php","meta":{"footnotes":""},"class_list":["post-332","page","type-page","status-publish","hentry"],"yoast_head":"\nProcedure for converting tables to screen reader friendly versions – Kaizen Program For New English Learners with Visual Limitations<\/title>\n<meta name=\"description\" content=\"Assisting new English learners with visual limitations \/ ESL \/ blind\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.quixotes.org\/kaizen\/making-tables-accessible\/procedure-for-converting-tables-to-screen-reader-friendly-versions\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" 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