In Windows: Make Accessible Excel Spreadsheets

It is essential to embed certain formatting and structure within an Excel spreadsheet so that

assistive technology can follow the structure clearly and provide the information in a logical

order to the disabled user. Proper structure also ensures that if the Excel file is converted to a

PDF, it will continue to be accessible. The basic steps are provided below for Excel 2010 and

above for PCs. See the UC Electronic Accessibility website

for more detailed information.

1. Images and Visuals

Alt text, or a short description, helps people who can’t see the screen to understand

what’s important in images and other visuals. Provide alt text for each image, PivotChart,

shape, SmartArt graphic, and table.

2. Links

Use link text that has meaning, such as “instructions for making an accessible Excel

spreadsheet,” instead of “click here” or “learn more.” People who use screen readers

sometimes scan a list of links, so links should convey clear and accurate information

about the destination.

3. Tables

Use a simple table structure, and add column header information. Screen readers use

header information to identify rows and columns.

Ensure that tables don’t contain split cells, merged cells, nested tables, or completely

blank rows or columns. Screen readers keep track of their location in a table by counting

table cells, so split cells, merged cells, and nested tables make the screen reader

software lose its place.

4. Tabs

Give all sheet tabs unique names, and remove blank sheets.

5. Sections

Cell sections are essentially shortcuts that a screen reader user can use. Providing the

sections with an appropriate title allows screen reader users to quickly identify the

purpose of the section.

Select a range of cells, click "Formulas" and select "Define Name." Enter an appropriate

title for the section and define the scope. The name field does not allow spaces.

6. Document Language

Set a language for your document so assistive technology can correctly interpret and

read the document. Click File, select Options, select Language, and Choose Editing

Language.

7. Check

Test your Excel spreadsheet for accessibility. Go to File, Info, Check for Issues, and

Check Accessibility.