Tables
Tables make complex information easier to understand by presenting it in a clear structure. In a table, data is arranged into two or more rows (plus a header row) and two or more columns. Don't use a table just to present a list of items that are similar. Use a list instead.
| Tables are sometimes useful for | Example |
|---|---|
| Data or values | Financial information |
| Simple instructions | How to program your phone |
| Categories of things with examples | SKUs and the products |
| Collections of things with two or more attributes | Event dates with times and locations |
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. 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.
Content inside the table should end 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 don’t need a period. If all entries are fragments, don’t end them with periods.
Make sure the purpose of the table is clear. If necessary, include a table title or brief introduction.
Place information that identifies the contents of a row in the leftmost column of the table.
Make entries in a table parallel. For example, make all the items within a column a noun or a phrase that starts with a verb.
| Function | Description |
|---|---|
| AddUsersToEncryptedFile | Adds user keys to the specified encrypted file |
| Cancello | Cancels all pending input and output (I/O) operations that are issued by the calling thread for the specified file |
| CancelloEx | Marks any outstanding I/O operations for the specified file handle |
| GetTempFileName | Creates a name for a temporary file |
Don’t leave a cell blank or use an em dash to indicate there’s no entry for that cell. Instead, use Not applicable or None.
Balance row height by increasing the width of text-heavy columns and reducing the width of columns with minimal text.
If the first row of your table contains column headings, you have a header row. Distinguish the text in the header row from the rest of the text in the table. For example, make it larger, bolder, or a different color. Don’t organize a table so that the column heading forms a complete sentence when combined with the cell contents.
In long tables, make sure the header row is always visible. In a downloadable document, occasionally repeat the header row. Some authoring tools provide a way to do this automatically. In Microsoft Word, select the header row. On the Layout tab under Table Tools, select Repeat Header Rows.
Use sentence-style capitalization for the table title and each column heading. Use sentence-style capitalization for the text in cells unless there’s a reason not to (for example, keywords that must be lowercase).
If there’s text that introduces the table, it should be a complete sentence and end with a period, not a colon.
Don’t use ellipses at the end of column headings.
For the text in cells, use periods or other end punctuation only if the cells contain complete sentences or a mixture of fragments and sentences.