Accessibility in spreadsheets is often neglected, yet making your Excel files easier to navigate can dramatically improve usability for everyone. These four practical techniques will help make any worksheet more readable, especially for those using assistive technologies or working from printed pages.
Video Guide
1. Name Your Tables
Clear table names allow screen readers to recognize and navigate content more efficiently. They also make it easier to reference data in formulas and across different parts of the workbook.
How to name a table:
- Click inside the table.
- Open the Table Design tab.
- Type a meaningful name, such as
Checklist508, into the Table Name field. - Begin the name with a letter and avoid using spaces.
Naming tables adds structure and clarity, which benefits both screen reader users and anyone working with complex data sets.
2. Name a Range of Cells
Naming specific cell ranges, such as columns or rows, simplifies navigation and enhances accessibility throughout your spreadsheet.
How to define a named range:
- Select the column or row you want to name.
- Go to the Formulas tab.
- Choose Create from Selection under the Defined Names group.
- Check the Top row option if the first cell contains a label.
- Click OK.
After completing these steps, the named range will appear in the Name Box. This makes it easy to jump to relevant sections without scrolling or searching.
3. Repeat Headers When Printing
When a spreadsheet spans multiple pages, column and row headers can easily get lost. Repeating them on each page preserves context and helps readers stay oriented.
How to repeat headers:
- Select the Page Layout tab.
- Click Print Titles.
- In the Sheet tab, choose the rows and columns to repeat.
- Check the option to print row and column headings.
- Use Print Preview to confirm the layout looks correct.
This ensures that every printed page remains structured and readable, regardless of the sheet’s size.
4. Settings for Screen Readers
Protecting a worksheet doesn’t mean sacrificing usability. You can secure the content while still allowing full navigation for users with screen readers.
How to adjust protection settings:
- Open the Review tab.
- Click Protect Sheet.
- Make sure both Select locked cells and Select unlocked cells are enabled.
- Click OK to apply the changes.
This setting allows screen readers to fully navigate the worksheet.
These four steps require minimal time to implement, yet they make a meaningful difference in how accessible and user-friendly your Excel files become. By applying them consistently, you help ensure that every worksheet can be understood, navigated, and printed with clarity and ease.
Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!
