How to Make an Excel Form Accessible

Ensuring your Excel forms are accessible is essential for creating inclusive experiences for users with disabilities. Today’s post demonstrates how to build accessible Excel forms that work effectively with screen readers and other assistive technologies. Let’s dive right into the process.

Video Guide

Begin with Clear Instructions

To guide users from the start, begin by entering a clear instruction in Cell A1, such as “Please complete the form below.” Then, label each field descriptively. In the companion video, we used:

• “Enter Name”
• “Enter Date”
• “How many pages are you requesting?”
• “What additional services are you requesting?”

Don’t forget to give your table a descriptive name. These labels help users and screen readers understand the purpose of each field.

Clean Up Layout and Focus Attention

Next, improve readability by selecting a clean font like Calibri. Then, define your working space by setting the print area. Simply go to Page Layout > Set Print Area and select the relevant cells.

After that, hide unused sections of the sheet to streamline user interaction. Use Shift + Ctrl + Arrow keys to select extra rows or columns, then right-click and choose Hide. This eliminates distractions and keeps users focused on the form.

Highlight Input Fields Visually

To further enhance usability, apply visual cues to input fields. Start by selecting cells where users will enter data. Then:

• Fill them with a light color, such as pale blue.
• Add borders around the cells to make them stand out.

These subtle design enhancements make it easier for users to identify where to input information.

Use Data Validation to Guide Users

Now that the layout is in place, add guidance to each field through data validation. This step displays helpful messages when users select a field. The following are examples from the companion video:

For instance:

• Select a cell (e.g., name input).
• Navigate to Data > Data Validation > Input Message.
• Enter a message like: “Please enter your first and last name.”

Continue this process for each field. For date fields, you can:

• Set validation criteria to allow dates only within a certain timeframe, such as 01/01/2024 and 01/01/2026.
• Use Data Validation > Settings > Date
• Format the cell under Format Cells > Date for consistent display.

For numeric inputs like page count:

• Set the format to Number with no decimals.
• Add an input message such as: “Enter the number of pages you are requesting.”

For dropdown list fields:

• Use Data Validation > List.
• Define your choices using commas (e.g., “ADS, Training, Consulting, Nothing Else”).

This feature lets users select from predefined options, improving clarity and reducing input errors.

Lock and Protect Cells

Next, secure your form by locking unnecessary fields and protecting the sheet. Here’s how:

1. Select all cells with Ctrl + A, right-click, go to Format Cells > Protection, and check Locked.
2. Then, highlight only the user input fields, right-click again, and uncheck Locked.

After configuring protection settings:

• Go to Review > Protect Sheet.
• Check only the options to allow selection of both locked and unlocked cells.
• Optionally, add a password.

If your workbook includes multiple sheets, also choose Protect Workbook from the same tab.

Save and Test the Form

At this point, save your file. To test it, try entering data using the Tab key to navigate between fields. Observe that each input area displays the relevant instructions, and restricted fields cannot be edited.

Screen reader users will especially benefit from the clear order, field descriptions, and input constraints you’ve configured.

A Final Note: Excel vs. Acrobat

While these steps significantly improve Excel form accessibility, The Accessibility Guy recommends Adobe Acrobat as a more robust solution for complex forms. Acrobat provides better support for tags, field order, and screen reader compatibility.

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!