A table is an arrangement of data with two or more rows and two or more columns. Typically, the information in the first column describes something whose attributes are shown in the other columns. A single row shows all the attributes for one item. The format of a table can vary, depending on the project style.
A list of similar entries that is arranged in multiple columns is not a table but a multicolumn list. An example is a list of commands. For details about lists, see Lists.
A table usually has column headings, and it can optionally have a title. Introduce a table with a sentence that ends with a period, not a fragment that ends with a colon. If a table is titled, an introductory sentence does not have to immediately precede the table. The title appears above the table.
Keep in mind these additional points:
Screen readers for the blind can form table text into columns, ignoring the table column format. Providing summary information about the table can help. If possible, arrange the data in the table so that it makes sense when read in a linear fashion.
Use sentence-style capitalization for the table title and for column headings.
Note
It is all right to use lowercase for the first word in column entries if capitalization might cause confusion. An example is a column of keywords that must be lowercase.
End each entry with a period if all entries are complete sentences or are a mixture of fragments and sentences. An exception is when all entries are short imperative sentences (only a few words). These entries do not need a period. If all entries are fragments, do not end them with periods.
Number tables in white papers or similar printable content if they are not adjacent to their text references or if a list of tables appears in the front matter. Do not number tables on webpages. If you decide to number tables, use numbers consistently throughout the document. The numbers include the chapter number and a sequential table number, such as Table 2.1, Table 2.2, and so on.
Microsoft style
Follow these guidelines for organizing your table:
Place information that identifies the contents of a row in the leftmost column of the table. For example, in a table that describes commands, put the command names in the left column. In the subsequent columns, place information about the item that appears in the left column.
Make entries in a table parallel. For example, in a description column, be consistent in beginning the entries with a verb or noun.
Microsoft style
Device name
Description
COM1
Serial port 1. This device is the first serial port in your computer.
CON
System console. This device consists of both the keyboard and the screen.
LPT1
Parallel port 1. This device represents a parallel port.
Command
Action
Bold
Turns bold formatting on or off
Italic
Turns italic formatting on or off
To move the insertion point
Press
To the first record
The Tab key
To a record that you specify
Enter
Not Microsoft style
To
Do This
Close a window
Click the Close button.
Size a window
Press Ctrl+F8
Do not leave a column entry blank. That is, if the information doesn’t apply, use Not applicable or None. Do not use em dashes
Microsoft style
Task
In Windows
On the Mac
Copy a picture
Not applicable
Command+Shift+T
Make column headings as concise and as precise as possible, but include information that is common to all column entries in the heading, instead of repeating it in each entry. Do not use ellipses.
In tables that list procedures, use active voice in column headings, preferably in phrases that reduce repetition in the entries in the table.
Some tables are organized so that the headings and table entries, when read from left to right, form a complete sentence. It is all right to structure a table this way if you have no other choice, but this will make the content more difficult to localize and may lead to mistranslation in machine-translated content. The grammar and syntax of different languages can make it difficult to match the English structure. For example, infinitives in many languages are only one word, so although all of the following examples are Microsoft style, the first example is preferable if the table will be localized or translated.
Microsoft style
Task | Action |
|---|---|
To open a webpage | Type the address in the Address bar, and then press Enter. |
To add a webpage to your favorites list | Click Favorites, and then click Add to Favorites. |
To save a document | Do this |
|---|---|
To a folder | Click Save. |
With a new name | Click Save As. |
To a network location | Connect to the server location and folder, and then click Save. |
Not Microsoft style
To | Do this |
|---|---|
Close a window | Click Minimize. |
Size a window | Press Ctrl+F8. |
The following guidelines suggest ways to make tables more readable. If possible, create a design template to standardize the tables in your content.
Try to limit tables with long entries to two or three columns. Four or more columns can be difficult to read unless they contain brief, numeric entries. The second column in the following example is approaching maximum readable length.
Addressing declared with Microsoft keywords
Keyword
Data
Code
Arithmetic
_ _near
Data resides in the default data segment; addresses are 16 bits.
Functions reside in the current code segment; addresses are 16 bits.
16 bits
_ _far
Data can be anywhere in memory, not necessarily in the default data segment; addresses are 32 bits.
Functions can be called from anywhere in memory; addresses are 32 bits.
16 bits
_ _ huge
Data can be anywhere in memory, not necessarily in the default data segment. Individual data items (arrays) can exceed 64 KB in size; addresses are 32 bits.
Not applicable; code cannot be declared _ _huge.
32 bits (data only)
Use rules between rows if the column information varies.
Put footnote explanations at the end of the table, not at the bottom of the page.
Your choice of footnote designator depends on the material in the table. For example, if the table contains statistical information, use a letter or symbol to designate a footnote. The order of preference for footnote symbols is numbers, letters, and symbols. For a list of symbols, see The Chicago Manual of Style. For more information, also see Lists.