Accessibility Best Practices: Microsoft Excel

Users perceive structure and relationships through visual cues. 

Blank cells are a large issue for screen readers. Use cell A1 to provide directions for visual elements within the sheet. For example, the coordinates of other tables within the sheet. 

In addition, cell A1 should be used to align tables and other elements. The end of a worksheet should be clearly marked. Cells should not be merged inside a table.

Names of elements within the Excel file should be meaningful, including the names of sheets, tables, and charts in order to be accessible. To rename worksheet titles, right click on the appropriate sheet and select "rename". If a worksheet is empty, it should be deleted.

Tables without structural markup to differentiate between table-data-cells and non-table-data cells create accessibility barriers. Structural markup is utilized to make data cells programmatically determined by assistive software.

All tables in Excel must be simple tables

• No split cells
• No merged cells
• Only one row/column for a header
• entering data with shading and gridlines does not make a table

To turn data into a usable table

1. highlight all cells to be included
2. With cells highlighted, select the "insert" tab
3. Select "table"
4. If your table has headers, check the indicated box
5. Select "ok" and check to ensure that automatic shading meets required color contrast requirements.

To add a table name

1. Select "Formulas" tab
2. Select "Name Manager"
3. Select the desired table
4. Select "Edit" and create a meaningful name
5. Underscores should be used in place of spaces

Creating Title Regions

TitleRegions connect the column and row headers to every cell in the table.

1. Focus (select) the upper left hand cell in the table
2. Select "Formulas" tab
3. Select "Name Manager"
4. Select "New"
5. Type the name in using the following formula:
   • If the table only has column headers, type "column" before the rest of the TitleRegion formula.
   • If the table only has row headers, type "row" before the rest of the TitleRegion formula.
6. Select "ok"

Screen readers may not always pick up on the image and associated alt text in Excel. Additional information may need to be included elsewhere. It can be easiest to omit images and shapes when possible.

To apply alt text

1. Right click on the image
2. Select "Edit Alt Text"
3. Enter text
   • Alternatively, if the image is purely decorative, check the box labeled "Mark as decorative"

Text Equivalents

Text equivalents are used for visual elements which do not have an alt text option.

• Cell A1 can be used to note information about visual elements
• TitleRegions should be applied to all tables
• Notes or comments messages can provide a text equivalent within a cell. Notes are preferable when possible.
  1. Focus on cell that needs to be described. 
  2. Right click
  3. Select "New Note"
  4. Type in text equivalent.

To create an accessible chart

• Accessible tables are required for accessible charts
• Enter a meaningful chart title in the chart name area
• Select a chart with data points for a more accessible format
  • Use unique marker points to differentiate between lines of data
• Colors utilized in the chart should meet WCAG Level AA color contrast requirement of 4.5:1

1. Select "Review" tab
2. Select "Check Accessibility"
3. This will open the accessibility checker. You will need to review all items as Excel is not foolproof
4. The dropdown menu for each item will allow you perform recommended actions.

Be aware that the accessibility checker will not notify you if any of the following are missing or problematic:

• Workbook title
• Meaningful navigation
• Meaningful names for tables and charts
• Table name 
• TitleRegion
• color usage
• meaningful text on hyperlinks