Microsoft Excel
Excel at UIC
Microsoft Excel is a powerful tool for organizing and analyzing data, but without proper formatting, spreadsheets can be challenging for individuals using assistive technologies. Follow these best practices to ensure your Excel files are accessible to all users, including those with visual impairments, cognitive disabilities, or mobility challenges.
Tips for Making a Excel Documents Accessible
General Best Practices
- Use clear and simple language – Keep headers and labels concise.
- Ensure proper reading order – Avoid blank rows or columns that disrupt screen readers.
Structuring Data for Accessibility
- Use Column and Row Headers: Apply the Header Row feature under Table Tools.
- Avoid Merged Cells: They disrupt screen reader navigation.
- Define Table Structure: Convert data into a Table (Ctrl + T) for better accessibility.
Formatting for Readability
- Use Sufficient Color Contrast: Ensure readability for all users.
- Do Not Rely on Color Alone: Use text labels alongside color-coded data.
- Enable Wrap Text: Prevent content from getting cut off.
Using Alternative Text (Alt Text)
- Right-click on images, charts, or objects and select Alt Text.
- Provide a meaningful description, e.g., “Sales trends from 2020-2023 showing a 15% increase.”
Navigability and Usability
- Enable Keyboard Navigation: Use Tab and Arrow Keys for ease of access.
- Freeze Panes: Keep headers visible while scrolling.
- Check for Accessibility Issues: Use Excel’s built-in Accessibility Checker.
Exporting and Sharing Accessible Spreadsheets
- Save in an Accessible Format: Export to a tagged PDF.
- Provide Alternative File Formats: Offer structured CSV versions if applicable.