Microsoft Excel

Microsoft Excel can be a powerful tool for organizing data, and if created with accessibility in mind, Excel files can often be easily navigated and read by people using assistive technology. Excel offers a wide range of customization options, allowing you to create everything from simple tables to complex documents with charts, forms, embedded multimedia, and much more. The following accessibility best practices cover some of the main features and functions of Excel.

Creating Accessible Excel Documents

Structure

When creating a spreadsheet in Excel, create the document structure keeping the following in mind:

  • Start all worksheets in cell A1. This cell is useful as a place to describe the file and provide any needed instructions.
  • Any information in a header, footer, or watermark is not available to users of assistive technology, so that information should be added to cell A1.
  • Avoid placing multiple empty rows or columns between data because screen reader users may think they've reached the end of the spreadsheet.
  • Do not merge cells.
  • Use meaningful link text.
  • Give workbook tabs meaningful names and put them in a logical order.

screenshot showing how to rename excel sheet

Figure 8. Right-Click a Tab to Insert, Delete, and Rename Sheets

Visual Elements

Just like with course content and Word documents, Excel spreadsheets can include various visual elements, like charts and images. Ensure all users can access this content by taking the following steps:

  • Use good color contrast between the font and background on the standards and testing tools (see the Color and Color Contrast module for details).
  • Don't use color as the only means to convey information.
  • Use graphics thoughtfully because by default images are floating objects in that they are not connected with a specific cell, which means they can't be accessed by assistive technology, so the information about the object should be added in a cell near it or in an appendix of non-text elements.
screenshot of adding alt text to images in excel
Figure 9. Adding Alt Text to Images
  • Make sure any interactive content like videos that are added to a spreadsheet can be controlled using a keyboard, and include captions.
  • Run the Accessibility checker and address any issues.
  • Read order will follow the order things were created in so you may need to check and fix that.

Tables

One of the main uses of Excel is to present data in tables, and many of the same best practices covered in the Tables lesson of this course also apply here. Just as with HTML tables, you want to avoid including blank cells or rows/columns, nested tables, and merged cells.

Follow these steps to create accessible tables in Excel:

  1. Use your cursor to highlight any cells you want to include in a table, and then select the Insert tab and choose Tables.
  2. Add descriptive headers
    • Before creating the table, make sure you select the My table has headers checkbox.
    • If the table already exists, you can select it and check Header Row on the Table Tools Design tab to add a header.
  3. Apply a table style for readability by selecting the table and choosing a style you like (be aware that many default styles do not have adequate color contrast).
  4. Format the data cells with the correct formatting.
screenshot of creating a table in excel
Figure 10. Creating Accessible Tables in Excel

Charts

Often Excel tables are converted into various types of charts. When using a chart:

  • Keep the related table with the chart or provide a link to the table above the chart.
  • Don't use color alone to convey meaning.
  • Use good color contrast.
  • Use readable fonts for text labels.
  • You can move the key to the right of the chart to improve readability.

Resources

Updated August, 2024