Microsoft Excel

Assigning unique, descriptive names to all Excel worksheets is essential for effective organization and navigation. Descriptive sheet names clarify the content and purpose of each worksheet, making it easier to locate specific data. This practice is especially important for screen reader users, as it enhances their ability to navigate files.

Renaming Sheets

By default, Excel names worksheets as Sheet 1, Sheet 2, etc. You will need to rename sheets to be more specific and navigable.

• Rename a Worksheet

Note: Screen reader users can navigate workbooks in three ways: by reading from start to finish, by jumping between sheets, or by navigating through a list of links. Using clear, descriptive sheet names help support efficient navigation.

Video Tutorial

• Rename Sheets (5:02)

Data for each worksheet should generally begin in cell A1. Since A1 is the default starting point for new spreadsheets, screen readers automatically begin reading data from this cell. If no text appears in cell A1, screen readers may interpret the worksheet as blank. Therefore, it is best to put the most important information in this cell. 

Relevant Content

• Titles for images, charts, graphs, or tables
• Worksheet or workbook summaries to orient the reader
• Image descriptions (alt-text) for visual content like charts or graphs

Video Tutorial

• Start in Cell A1 (7:54)

Avoid blank cells, rows, and columns in a sheet. Blank spaces in an Excel worksheet can be confusing and frustrating for screen reader users. When encountering empty cells, users may think they've reached the end of the content or be unsure how far they need to navigate to find the next relevant item. This can lead to frustration and missed information.

• Insert or Delete Rows and Columns in Excel

Exceptions

There are a few instances in which a limited use of blank spaces is acceptable:

• You may leave one blank row between multiple tables on the same sheet.
• You may leave one blank column between tables or images for visual separation.

Intentionally Blank Data Cells

If a data cell is left blank intentionally (e.g., due to unavailable data), it should still include a text alternative to indicate why it’s empty. This ensures that screen reader users receive the same information as sighted users.

Acceptable alternatives may include:

• Using plain text like "No Data" or "Not Available".
• Using abbreviations such as "ND" (for No Data) or "NA" (for Not Available).

When using abbreviations, you must define the abbreviation somewhere on the sheet, such as in Cell A1 or in a worksheet summary.

Note: Avoid using symbols (like dashes or slashes) as substitutes for text. Not all screen readers interpret symbols correctly. Always use verifiable, readable text.

Video Tutorial

• Clean Up Your Spreadsheet (Remove Blank Cells, Rows, Columns, and Sheets) (7:55)

An Index page in Excel functions like a Table of Contents in Word—it helps users quickly and easily navigate through a workbook. This is especially important in workbooks with three or more sheets, where navigation can become difficult.

Content of an Index Page

Your Index page should include the following elements:

• Cell A1: A brief summary of the workbook’s content
• Cell A2: The title of the sheet (e.g., Index)
• Cell A3 and below: A list of links to the individual sheets within the workbook

To create an internal reference link for your Index, consult the following resource:

• Work with Links in Excel 

Video Tutorial

• Add an Index Page (7:11)

Use sufficient color contrast to make text readable for all users. Color contrast is the difference between text and its background, text and images, and sections depicting meaning in charts and tables.

• Maintain a contrast ratio of at least 4.5:1 for regular text (12 pt.)
• Use at least 3:1 for large text (18+ pt. or 14+ pt. bold)
• Non-text elements (e.g., chart bars, lines, or shapes) should have a contrast ratio of at least 3:1 against adjacent colors.
• Text in logos do not have a contrast requirement.

Check contrast using tools like the WebAIM Contrast Checker  or the Colour Contrast Analyser tool.

Note: The Accessibility Checker in Microsoft Excel can flag contrast issues and suggest more accessible color combinations, but you should still verify contrast ratios using a dedicated color contrast tool.

Do Not Rely on Color to Convey Meaning

Color is not sufficient on its own to convey meaning. Information conveyed by color must include a text alternative so it can be understood by all users. Users who are color blind, have low vision, or rely on screen readers may not perceive color differences and may miss important details. Additionally, screen readers cannot interpret color, so any meaning conveyed through color must also be presented in text. This applies to both font color and highlighted text.

• Embed the meaning of the emphasis directly in the text. For example, “Important note: I cannot accept late work, so all work must be completed on time.”

Bad Example

Good Example

Video Tutorials

• Introduction to Accessible Color (15:55)
• Fixing Color Contrast (13:30)
• Ensure Sufficient Color Contrast (9:07)
• Fixing Color as the Sole Means of Information (11:08)
• Provide Text for Images Conveyed by Color (9:51)

Write link text that clearly describes the link's purpose and destination (e.g., Download the accessibility checklist rather than Click here). This helps all users understand where the link will take them; there should be no ambiguity.

Note: Link text should be clear, descriptive, and unique. Screen reader users often navigate by pulling up a list of links, which are read without surrounding context. Each link should stand alone and clearly indicate its destination.

Create a Link

In Microsoft Excel, you can create or edit a hyperlink in two ways:

• From the Insert tab
• By right-clicking on the selected text, cell, or image

This will populate the Insert Hyperlink dialog box. Enter the URL in the Address field and the descriptive link text in the Text to Display field.

• Work with Links in Excel
• Remove or Turn Off Hyperlinks

Accessibility Tip: Do not change the visual appearance of link text. Links use a universal style (blue and underlined) that signals interactivity. Changing this style may make links harder to recognize or cause them to appear as emphasis or spam.

Video Tutorials

• Use Descriptive Link Text (10:02)

When adding Images, always include alternative text (alt text). Alt text provides a text description of an image so users relying on screen readers can understand its purpose and content, even if they can't see it. Typically, alternative text is added to the designated alt text field. However, screen readers cannot always access this field in Excel. 

• Everything You Need to Know to Write Effective Alternative Text 

Placement of Image Descriptions

Since the traditional alt text field is not reliably read by screen readers in Excel, include the image description directly in the sheet body—ideally in Cell A1. This ensures it is easily found and read as soon as the document is opened.

Note: In the case of some floating objects, adding an image description may seem redundant for sighted users. Since the object floats, you can move the floating object so that it visually overlaps with the description in the cell. This won't interfere with screen reader users and allows everyone to get the information they need.

Image Guide

Looking for help getting started with writing image descriptions? Download the Image Guide for examples of alternative text and long descriptions for a variety of image types. This guide is designed to support you as you begin writing image descriptions and provides ideas for how images can be described in different contexts.

Because images vary widely in purpose and complexity, this guide should be used as a reference rather than a template.

Image Guide

Video Tutorials

• Creating Accessible Simple Images in Microsoft Office (6:23)
• Introduction to Accessible Complex Images (15:28)
• Introduction to Writing Long Description (15:16)
• Add Image Descriptions in Excel (9:16)

Creating tables is one of Microsoft Excel's main functions. Tables are an effective way to organize and structure information clearly. However, when accessibility is not considered, tables can be difficult for some users to navigate, particularly those using assistive technologies. When creating tables, plan and design them carefully to ensure all users can understand and navigate the data. Refer to the best practices outlined in TTaDA's Knowledge Base Article, Create Accessible Tables:

• Use tables for data, not layout
• Build tables directly in Excel
• Format cells as tables
• Keep the table structure simple
• Never leave a blank cell
• Place one table per sheet
• Use header rows and/or first columns to organize data
• Ensure tables meet color contrast guidelines
• Provide a table title and caption
• State the table span
• Add alternative text to tables

Create Accessible Tables

Video Tutorial

• Create Accessible Tables (21:35)

Creating accessible charts and graphs can be a challenge. Because charts are highly visual, important information may not be communicated clearly to all users without careful design practices. When creating charts, follow accessibility best practices to ensure your content is understandable and usable for everyone.

Refer to the best practices outlined in the TTaDA Knowledge Base article, Create Accessible Charts:

• Clearly label all chart elements
• Flatten charts to improve navigation
• Place charts in line with text
• Provide a descriptive caption
• Add alternative text and long descriptions
• Ensure charts meet color contrast guidelines
• Do not rely on color to convey meaning

Create Accessible Charts

Some objects are known as floating objects, meaning they can be positioned and moved independently of surrounding text. This is because they exist on a separate layer from the main document content. When used in their native form, these objects may be inaccessible, as screen reader users may not be able to navigate to or read the content within them. Common examples include text boxes, charts, shapes, icons, and SmartArt.

To use these objects accessibly, additional considerations are required. Refer to the best practices outlined in the TTaDA Knowledge Base article, Make Floating Objects Accessible.

Make Floating Objects Accessible