Today’s post walks through the steps to make an accessible Excel spreadsheet, highlighting best practices and useful tips.
Video Guide
Descriptions and Formatting for Accessible Excel
Add a Description in Cell A1
One of the first steps in making an Excel sheet accessible is to provide a clear description for screen reader users. Place the description in cell A1. Add a new row above the existing data to insert this description. For example, you can write, “This sheet represents customers’ date of purchase, amounts, and category. Amounts are found in column D.”
Format Cell A1
To ensure the description is easily readable, it is important to format cell A1 appropriately. Right-click on cell A1, select “Format Cells,” choose “Wrap Text,” and click “OK.” This makes the text in cell A1 easier to read and ensures it prints well.
Headings and Labels for Accessible Excel
Add a Heading
Adding clear headings and labels is vital for accessibility. Insert another row above the table data and label it with a meaningful heading. For instance, use “Customer Information” as a heading for a table containing customer-related data.
Apply a Heading Style
Under the “Home” tab, apply a cell style to the heading. Select “Heading 1” to make the heading stand out, aiding both visual clarity and screen reader navigation.
Accessible Excel Tables
Select and Insert a Table
Select all the data to be included in the table. Go to the “Insert” tab and select “Table.” Ensure the “My table has headers” checkbox is checked, then click “OK.” This action automatically formats the data as a table.
Choose a Table Style
From the “Table Design” tab, select a simple, high-contrast table style. A black-on-white style is best for clarity. Make sure the table has a header row and, if applicable, a first column highlighted for emphasis.
Name the Table
Naming the table is essential for screen reader users. Assign a name by going to the “Table Design” tab and entering a name in the “Table Name” box. For example, you might name it “customer_info.”
Center Data
Centering the data within the table can improve visual alignment and readability. Select the data in the table, go to the “Home” tab, and use the “Center” alignment option.
Other Best Practices for Accessible Excel
Add an End of Worksheet Label
Clearly marking the end of the worksheet helps users understand where the data ends. Insert a label such as “End of Worksheet” below the table. If this label gets included in the table by mistake, undo the action and place it correctly outside the table boundaries.
Apply a Style to the End Label
Apply a heading style to the “End of Worksheet” label. Under the “Home” tab, choose “Heading 2” to distinguish it from the main heading.
Rename the Sheet
Renaming the sheet to reflect its content is another best practice. Double-click on the sheet tab and rename it to something descriptive, like “Customer Information.”
Insert Metadata
Adding metadata helps provide context and improve searchability. Go to “File” -> “Info” -> “Properties” -> “Advanced Properties.” Here, you can add a title, subject, author, and keywords. For example, you might add:
- Title: Customer Information
- Subject: Demo document for Excel accessibility
- Author: The Accessibility Guide
- Keywords: Excel, accessibility
Running an Accessibility Check
Perform the Check
Excel has a built-in accessibility checker. Run this tool by going to “File” -> “Info” -> “Check for Issues” -> “Check Accessibility.” This checker will identify any potential accessibility issues and provide suggestions for fixing them.
Ensure There Are No Errors
Address any errors to make the document fully accessible.
Making an Excel spreadsheet accessible involves several critical steps, from adding descriptions and formatting cells to creating tables and running accessibility checks. By following these best practices, you can ensure your Excel documents are usable by all individuals, including those using screen readers. Remember to keep your content simple and seek help if needed to achieve the best results.
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!
