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Accessibility in Microsoft Excel

This guide shares practices for creating accessible materials in Microsoft Excel.

Overview

Given its unique nature as a spreadsheet software, Excel files must be treated with additional accessibility practices:

  • Add Text to Cell A1
  • Give all worksheets unique names and remove blank worksheets
  • Name cells and ranges
  • Name tables
  • Format charts properly

Visit the tabs for more information on each practice.

Specific Accessibility Practices for PowerPoint

Because screen readers start reading from cell A1, it is important to have text in this cell, preferably the title of the table. If this cell does not include text, the entire table is likely to be skipped by the screen reader.

Include clear and descriptive names for all worksheets. Screen readers will read worksheet names, so providing distinct labels makes it easier to navigate the sheet.

Rename a worksheet by double-clicking the sheet tab and typing the new name. Visit Rename a worksheet for additional methods.

Make sure to remove blank worksheets as well. Since screen readers read worksheet names, blank worksheets may be confusing. For instructions on how to delete worksheets, go to Insert or delete a worksheet.

Name cells and ranges so that screen reader users can quickly identify their purpose in the worksheet and more easily navigate. The Go to command (Ctrl + G) allows users to open a dialog box with all names and quickly select the section they want, much like a table of contents.

To add a name to a cell or range:

  1. Select the cell or range of cells
  2. Select the Formulas tab and click the Define name
  3. Enter the name and select OK.

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Include descriptive names for tables so that screen reader users can navigate the sheet more easily. By default, Excel names tables Table1, Table2, etc., so these names need to be replaced with clear and descriptive titles.

To name a table:

  1. Place the cursor anywhere in the table
  2. Click the Table Design tab and enter a name in the Table Name field.

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To ensure that charts are fully accessible:

  • Use clear and descriptive names for chart elements to make them accessible. Include names for the chart title, axis titles, and data labels.
  • Use large enough fonts and colors with sufficient contrast.
  • Include alternative text.

For instructions on how to add chart elements to your chart and make them accessible, go to Video: Create accessible charts in Excel.