How to use the Excel Accessibility Checker
Today’s blog post explores how to use the built-in accessibility checker in Microsoft Excel and why it is not enough on its own.
It also provides a simple workflow that helps turn a workbook from technically “passing” into something people using assistive technology can actually understand and navigate.
Video Guide
Run the Accessibility Checker
Open your Excel workbook and select the Review tab. From there, choose Check Accessibility.
Excel will scan your file and return results. In many cases, it may show that everything passes. That might seem like a win, but it does not mean your document is truly accessible. The checker looks for specific technical issues, and it is easy to meet those requirements without building a usable experience.
Look Beyond the Results
Take a closer look at your workbook. Ask yourself how someone using a screen reader would interact with it.
You might notice a few gaps right away. These are from our video example:
- The data sits in plain cells instead of a structured table
- The worksheet still has a default name
- There is no explanation of what the content represents
These issues do not always trigger errors in the checker, but they affect how people understand your file.
Structure Your Data as a Table
Select your dataset and go to the Insert tab. Choose Table, then confirm that your table includes headers.
This step gives your data structure. Instead of a loose grid of values, you now have defined rows and columns with clear relationships. Assistive technologies rely on this structure to read and interpret the content correctly.
Apply Table Design Settings
Once your table is created, move to the Table Design tab.
Make sure your Header Row is selected. This tells Excel that the first row defines each column. You can also apply a table style to improve readability.
Some options, like First Column, depend on your data. Use them when they add meaning, not just for appearance.
Name the Table & Worksheet
While still in the Table Design tab, give your table a meaningful name. There’s a Table Name box at the top left showing a default name.
A clear name helps users understand what the data represents and supports better navigation.
Next, double-click the sheet tab at the bottom of Excel and rename it as well.
Choose a name that reflects the content. This makes it easier for users to move between sheets and understand what each one contains without guessing.
Add Context or Instructions in Cell A1
Click into cell A1 and add a short description of the worksheet.
From our video example:
This table includes information about total enrollment from one university over the course of four years.
This gives users immediate context. When someone opens the file or navigates to the top, they know exactly what they are looking at.
Frame the Table for Navigation
To make navigation even clearer, add simple markers around your table.
Type Start Table above your dataset and End Table below it. Apply heading levels 1 and 2 to these labels, respectively.
These markers help define where the data begins and ends, which makes it easier for users to move through the sheet with assistive tools.
Focus on Real Accessibility
Run the Accessibility Checker again if you want, but do not rely on it as your final step.
Focus on how the workbook reads, how it is structured, and how easily someone can understand it without visual cues. When you build with clear tables, meaningful names, and helpful context, you create a document that works for more people.
Accessibility in Excel comes from intentional design choices, not just passing a check.
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!
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