Microsoft Excel Accessibility

Accessibility Spreadsheet Checking

Performing Manual Checks

Setting the Document Language

In order for assistive technologies (IE. screen readers) to be able to present your document accurately, it is important to indicate the natural language of the document. If a different natural language is used for a paragraph or selected text, this also needs to be clearly indicated.

Change the Default Language for a Workbook

Text Alternatives for Images and Graphical Objects

When using images or other graphical objects, such as charts and graphs, it is important to ensure that the information you intend to convey by the image is also conveyed to people who cannot see the image. This can be accomplished by adding concise alternative text to each image. If an image is too complicated to concisely describe in the alternative text alone (art work, flow charts, etc.), provide a short text alternative and a longer description as well.

Writing alternative text

Add alternative text to images and graphical objects

Format The Cells

As you begin adding content, your spreadsheet will require structuring to bring meaning to the data, make it easier to navigate, and help assistive technologies read it accurately. One of the easiest ways to do this is to ensure that you properly format the cells.

Named Styles

Make use of the named styles that are included with the office application (IE. Heading, Result, etc.) before creating your own styles. Named styles help your readers understand why something was formatted in a given way, which is especially helpful when there are multiple reasons for the same formatting (IE. it is common to use italics for emphasis). Formatting header and result cells brings order to the spreadsheet and makes it easier for users to navigate effectively. For example, you can format header rows and columns using Heading Styles to apply bolded, enlarged, and italicized text (among other characteristics). You may also want to format cells containing results of calculations to appear bold and underlined to help distinguish them from the rest of your data.

Other Cell Characteristics

Ensure your cells are formatted to properly represent your data, including number and text attributes.

Use Cell Addressing To Define Names

Naming the different data ranges within your spreadsheet makes it easier to navigate through the document and find specific information. It can also be use as a navigation. When using the shortcut Ctrl + G a dialog box will open and layout all the names define in the cells. When selected and the OK button is pressed it will navigate to the located place. By associating a meaningful name to a data range, you will be enhancing the readability of your document. These named ranges can be referenced in multiple locations of your document and within calculations and equations.

Create Accessible Charts

Charts can be used to make data more understandable for some audiences. However, it is important to ensure that your chart is as accessible as possible to all members of your audience. All basic accessibility considerations that are applied to the rest of your document must also be applied to your charts and the elements within your charts. For example, use shape and colour, rather than colour alone, to convey information. As well, some further steps should be taken to ensure that the contents are your chart are appropriate labeled to give users reference points that will help them to correctly interpret the information.

To create a chart

To add titles and labels

To apply alternative text to a chart

Make Content Easier To See

Avoid Floating Objects

Avoid placing drawing objects directly into the document (IE. as borders, to create a diagram). Instead, create borders with page layout tools and insert complete graphical objects.

Format Of Text

To change the text size for a default named style

Use Sufficient Contrast

The visual presentation of text and images of text should have a contrast ratio of at least 4.5:1. Also, always use a single solid colour for a text background rather than a pattern. In order to determine whether the colours in your document have sufficient contrast.
Video demonstration of Effective Colour Contrast - YouTube

Avoid Using Colour Alone

Colour should not be used as the only visual means of conveying information, indicating an action, prompting a response, or distinguishing a visual element.

Avoid Relying on Sensory Characteristics

The instructions provided for understanding and operating content should not rely solely on sensory characteristics such as the colour or shape of content elements.

Avoid Using Images of Text

Before you use an image to control the presentation of text (IE. to ensure a certain font or colour combination), consider whether you can achieve the same result by styling Real Text. If this is not possible, as with logos containing stylized text, make sure to provide alternative text for the image.

Make Content Easier To Understand

Write Clearly

By taking the time to design your content in a consistent way, it will be easier to access, navigate and interpret for all users.

Navigational Instructions

Provide a general description of the spreadsheet contents and instructions on how to navigate the data effectively. The best way to do this is to make a cell at the beginning of the data (IE. A1) with this information. It will be the first cell accessed by assistive technologies.

Use Accessible Templates As A Best Practice

It is possible to create your own accessible templates from scratch. You can also edit and modify the existing prepackaged templates, ensuring their accessibility as you do so and saving them as a new template.

Sample Spreadsheet

The Sample Course Information Spreadsheet has two worksheets and includes the following elements:

Automated Accessibility Checking

The Accessibility Checker checks your file against a set of possible issues for people who have disabilities might experience in your file. Each issue is classified as:

Accessibility Check List

General Requirements for all Documents

Formatting Requirements

Charts And Image Requirements

Resources