We’ve all been there — formatting a report or guide and using the “hidden table” trick to get content to line up side by side. You insert a table, remove the borders, and type into the cells to create the layout you want.
Many of us have used this hack for years in Microsoft Word and Google Docs, but it isn't accessible.
Screen readers interpret tables as data grids. Instead of reading your content in a logical order, they navigate cell by cell, moving across rows and columns. When a table is used for layout (not data), this can scramble the reading order and make the content confusing or unusable for someone relying on assistive technology.
Why columns are better than tables
By using the Columns feature in Word or Google Docs, you ensure the reading order is logical. Beyond accessibility, columns are also better for:
- Formatting & Editing: In a table, if your left side gets too long, you have to manually cut and paste text into the right side. In a column layout, text flows naturally from the bottom of one column to the top of the next.
- Section control: The whole page does not have to be in columns. You can have a full-width title at the top, two columns in the middle, and return to full-width text at the bottom.
- Device friendly: Tables can create awkward scrolling on mobile devices or smaller screens. Columns are designed to flow smoothly across different screen sizes.
Setup and tips for using columns
Write first, format last
Draft your content in a single-column layout first. When your text is mostly finalized, create your columns. Highlight the text you want to split, then:
- In Word: Layout > Columns
- In Docs: Format > Columns
Use Column Breaks
Don't use the Enter key to push text into the next column. Blank lines are not accessible. Screen readers may announce each blank line. Instead, insert a Column Break.- In Word: Layout > Breaks > Page Breaks (column) or press Ctrl + Shift + Enter
- In Docs: Insert > Break > Column Break
Master Section Breaks
If you don't want your entire document in columns, use Section Breaks to switch between column layouts and full-width text. In both Word and Docs, you can highlight the text you want in columns and apply the column setting - the program will automatically insert the section breaks. If the layout becomes inconsistent or messy, open the menu to view and manage your section breaks directly.
- In Word: Layout > Breaks > Section Break (continuous) before and after your column area.
- In Docs: Insert > Section Break (continuous)
Toggle "Show Non-Printing Characters"
If columns aren't lining up as expected, turn on Show Non-Printing Characters to see exactly where column breaks and section breaks are placed. This makes it much easier to identify and delete extra breaks that may be causing layout issues.
- In Word: Click the ¶ icon on the Home tab
- In Docs: View > Show non-printing characters
Anchor your Headings
To prevent a heading from appearing alone at the bottom of a column (called a "widow"), use the Keep with Next setting. This keeps the heading attached to the paragraph that follows, so they move together as a single unit.
- In Word: Home > Paragraph settings > Line and Page Breaks > Keep with next
- In Docs: Format > Line & paragraph spacing > Keep with next
Adjust Line Spacing
If you have extra white space at the bottom of a column, or text that’s barely spilling onto the next page, avoid using the Enter key to push content around. Instead, adjust your line spacing.
For accessibility, aim for 1.5 line spacing within paragraphs. If you need to slightly adjust text to better fit a column, stay within the 1.3 to 1.6 range. Avoid going below 1.0 (single spacing).
Transitioning from tables to columns should make formatting and editing easier, and ensures your information is accessible to everyone.
Article by Karen Matthes, Extension Learning Technologies, klm@umn.edu
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