Tables from spreadsheets

Tables are often initially produced in a spreadsheet such as Microsoft Excel. Spreadsheets usually box all cells with horizontal and vertical gridlines as a default and many reports include tables that are copied from a spreadsheet without further formatting. Never publish tables that box all values.

Lines should only be used in tables to separate headings or groups of related rows and columns.

It is best to use as few lines as possible. Consider using a bold typeface for headings or using extra white space to separate rows and columns as an alternative to lines.

Reasons for HIV testing

Botswana has an extremely high incidence of HIV/AIDS and instituted Routine HIV testing in 2004. The table below shows the reasons given for getting an HIV test by those who were tested in 2006, as published in a report by the Botswana Ministry of Health.

Reason No. %
Needle/Surg. Injuries    279 0.2
Rape 1502 0.8
TB 1564 0.9
STI 2745 1.5
Med Exam 4717 2.6
Clinical Suspicion 15387 8.5
PMTCT 45590 25.0
VCT      102443              56.3        
Other 7825 4.3

The centring of values in this frequency table make it harder to scan down columns and the gridlines are distracting and unnecessary. The table below presents the data more effectively.

Reason No. %
Needle/Surg. Injuries    279      .2        
Rape 1,502      .8        
TB 1,564      .9        
STI 2,745      1.5        
Med Exam 4,717      2.6        
Clinical Suspicion 15,387      8.5        
PMTCT (pregnancy) 45,590      25.0        
VCT (voluntary)      102,443              56.3        
Other 7,825      4.3