Accessibility: Excel

Why Is This Important?
  • Ensures screen readers can navigate, interpret and use data.
  • When spreadsheets are structured clearly, screen readers can read the content accurately. Use meaningful sheet names, simple tables and have no blank rows or columns.
  • Following accessibility best practices improves usability and clarity for all users.
When To Use It

People commonly use it for tasks like budgeting, data entry, tracking information and creating charts and reports.

How To Use It

Excel is good for analyzing data, performing complex calculations, exploring possible outcomes and producing high quality charts.

Best Practices
Use Accessible Excel Templates
  • Prebuilt templates often include accessibility鈥憆eady layouts.
  • Go to File > New, choose a template and follow the built鈥慽n instructions.
  • Templates help maintain consistent structure and formatting.
Use Clear Workbook and Worksheet Structure
  • Use descriptive sheet names that communicate the content (e.g., 鈥淓nrollment 2025鈥 instead of 鈥淪heet1鈥).
  • Remove unused or blank worksheets.
  • Always start content in cell A1.
  • Maintain a logical left鈥憈o鈥憆ight, top鈥憈o鈥慴ottom reading order.
  • Avoid merged cells, as they disrupt screen reader navigation and sorting.
  • Avoid blank rows or columns that break the flow of data.
  • Freeze header rows/columns to help users maintain orientation while navigating.
Format Text and Layout Accessibly
  • Use sans serif fonts at a minimum of 12-point size.
  • Avoid italics, underlining for emphasis and all caps.
  • Use consistent alignment and spacing.
  • Ensure sufficient color contrast between text and background.
  • Do not use color alone to convey meaning (e.g., 鈥渞ed = late,鈥 鈥済reen = complete鈥).
Create Accessible Tables and Data Structures
  • Convert data ranges into formal tables (Insert > Table).
  • Ensure 鈥淢y table has headers鈥 is checked so that screen readers can identify column names.
  • Use short, meaningful header text that describes the data.
  • Keep one primary table per worksheet whenever possible.
  • Use consistent number formats, date formats and labeling.
Use Alternative Text for Visual Elements
  • Provide alt text for charts, images, icons or visual indicators.
  • Describe the purpose or takeaway of the visual (e.g., 鈥淟ine chart showing a 10% increase in enrollment from 2021-2025鈥).
Make Links Accessible
  • Use descriptive link text (e.g., 鈥淒ownload Budget Report鈥 instead of 鈥淐lick here鈥).
  • Ensure link text makes sense out of context.
Tip for Checking Accessibility

Use Excel's built-in Accessibility Checker (Review > Check Accessibility) to catch missing alt text, insufficient contrast, missing table headers or other issues.

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