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Accessibility in Microsoft Excel

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

Overview

To be fully accessible, Microsoft Excel sheets must be properly formatted and saved in the proper file type. For full accessibility be sure to apply the properties in each tab:

  • Include a title property
  • Use current file formats
  • Avoid image-only files

Accessible Excel Sheet Properties

Microsoft Excel sheets (.xlsx) must have a title property entered in the properties field to be fully accessible. Screen readers and other assistive devices use this metadata to function. Simply having a title header or a file name does not constitute an accessible title. 

    1. Open the sheet in Microsoft Excel
    2. Click the File tab.
    3. Select Info.
    4. Enter the title of the document in the Title field (do not just use the file name).

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XLSX files should be used instead of XLS files. For the best compatibility and usability, open the file in Microsoft Excel and save it as a .xlsx file.  

  1. Open the sheet in Microsoft Excel.
  2. Click the File tab.
  3. Select Save As or Save a Copy.
  4. In the drop-down menu for file type, select Excel sheet (*.xlsx).
  5. Click Save.  

If a Microsoft Excel sheet or PDF is a scanned file, it is likely completely inaccessible to some users. Scanned files are often images, so if text is included, a screen reader has no way to discern the text. Instead of a scanned or image-only file, an accessible version must be provided. 

  1. If the file is a course text, request it as a course reserve. This also helps ensure copyright law is followed.
  2. If the file is a course material: 
    1. Retype the file and replace it in Canvas with a text-based file.
    2. Request an alternate format in UDOIT (available to faculty only)