Excel & Creating Accessible Spreadsheets

Accessible Excel workbooks are designed so that all users—including those using screen readers, screen magnification, voice commands, or alternative input devices—can understand and navigate the content. Excel’s built-in Accessibility Checker helps identify and fix issues throughout the editing process.

• Accessibility Tools for Microsoft 365

Best practices in creating accessible Excel files

1. Use a clear, simple structure
   • Avoid merged or split cells, nested tables, or unnecessary blank rows and columns. These disrupt how assistive technology reads data.
   • Provide clear column headers so screen readers can announce the correct label as users move through the table.
2. Make navigation easy
   • Use Cell A1 to provide a worksheet title or brief description, since screen readers start reading at this point.
   • Rename worksheet tabs with meaningful, descriptive names (e.g., “Budget Summary,” “Staff List”).
   • Remove unused or blank worksheets to minimize confusion.
3. Provide alt text for all visuals
   • Add alt text to images, charts, icons, or shapes that convey information. Explain what the visual represents or summarizes.
   • Avoid placing essential text inside images. If unavoidable, repeat that text elsewhere in the sheet.
4. Use descriptive hyperlinks
   • Link text should tell users where the link goes rather than saying “click here.”
   • Add ScreenTips to provide extra context when needed.
5. Format for readability
   • Use accessible fonts (such as Calibri or Arial) and avoid decorative or hard-to-read styles.
   • Use bold or larger text to identify headings, rather than relying only on color.
   • Maintain high color contrast between text and background to support users with low vision.
   • Avoid using color alone to communicate meaning.
6. Name key cells and ranges
   • Naming important cells or ranges allows assistive technology users to jump directly to essential sections.
   • Use descriptive names that make sense within the context of your workbook.
7. Consider using accessible templates
   • Templates designed with accessibility in mind use consistent layouts, readable color palettes, and well-structured formatting.
   • Starting with a template reduces the amount of manual accessibility clean-up required.
8. Make charts accessible
   • Include chart titles, axis labels, data labels, and readable text sizes.
   • Ensure color choices have strong contrast.
   • Add alt text summarizing the key message of the chart.
9. Test using the Accessibility Checker