Excel & Creating Accessible Spreadsheets

About Excel files

Excel files (also called workbooks) are digital spreadsheets used to organize, calculate, and analyze information. Workbooks contain one or more worksheets made up of rows, columns, and cells where users enter text, numbers, dates, formulas, and formatting.

Common file types

• .xlsx: The modern, XML-based Excel format. Produces smaller, more secure files and works smoothly across different software platforms.
• .xls: A legacy, pre-2007 Excel format. Larger and less flexible, but still in use for older systems.
• .xlsm: A macro-enabled format used when a workbook contains VBA automation tools.

What Excel Files are used for

• Storing structured data such as lists, logs, budgets, schedules, or inventories.
• Running formulas and functions for calculations, analysis, or modeling.
• Creating charts and visualizations to present data clearly.
• Sorting, filtering, and organizing large datasets.
• Collaborating through cloud-based services like Excel Online or Google Sheets.

Benefits of modern .xlsx files (vs. .xls)

• Smaller, more efficient file sizes.
• Reduced risk of corruption and better long-term stability.
• Support for password protection and encryption.
• Broad compatibility with current spreadsheet tools.

Limitations to consider

• Not always compatible with very old versions of Excel.
• Cannot store macro content (use .xlsm instead).
• Large or complex files may slow down performance.
• Excel files can also be exported to PDFs or other formats when a static version is needed.

Best practices in creating accessible Excel files

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.

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