Accessibility Toolkit: Excel

Accessibility for Excel

A screen reader starts reading an Excel worksheet from cell A1. For long or complex worksheets, Microsoft Support recommends adding instructions or an overview of the sheet in this cell. Or if your worksheet is a table, ideally the title of the table will appear in this first cell.

In some cases, an overview or instructions of the sheet will not be as relevant for sighted users. In these cases, you can consider changing the text color in this cell to the same color as the background as a way to hide it visually. 

Screen readers read the name of worksheets, so providing unique and descriptive names will be helpful for users to navigate the workbook.

Additionally, consider deleting blank worksheets to avoid confusion. 

Another way for users to navigate a worksheet is to use the Go To command (Crtl + g). A dialog box will appear that lists all the defined names and allows users to jump to different locations in the worksheet, such as a table or other important cells or cell ranges. 

To define cells and ranges:

1. Select the cell or range you want to define
2. Select Formulas > Define Name
3. Enter the name and select OK

Tables can be tricky for screen readers, so it's important to follow a few steps to make navigating a table easier for screen reader users.

Table Structures

Try to avoid using complex table structures, or consider breaking it up into multiple simple tables to improve a screen reader user's experience.

Try to avoid blank cells. This is especially a concern for the top left cell of a table. If a cell does need to be blank, consider entering text such as "n/a" or "Intentionally blank" to avoid confusion. To hide this text from visual users, you could change the text color to match the background color.

Avoid splitting or merging cells. This can be extremely challenging for screen reader users to navigate the table. 

Choose a table style with high contrast. When choosing a style for your table, using colors that have high contrast can make it easier to read. 

Naming a Table

By default, Excel will name tables that you create Table1, Table2, etc., so giving each table it's own unique and descriptive name can be helpful for users.

To name a table:

1. Place your cursor anywhere inside the table.
2. On the 'Design' tab, under 'Table Name', enter a descriptive table name

Use Column Headers

Screen readers use header information to define columns and rows, which makes navigating the table easier for users.

To add headers to a new table you are creating:

1. Under the 'Insert' tab, select 'Table'
2. A 'Create Table' dialog box will appear. Check the field that says 'My table has headers'

To add headers to an already existing table:

1. Place the cursor anywhere inside the table
2. Under the 'Design' tab, in the 'Table Style Options' group, check the box that says 'Header Row'

Adding alt text to visual elements in Excel can make them accessible to people using screen readers. Visual content includes pictures, SmartArt graphics, shapes, groups, charts, pivot charts, embedded objects, ink, and videos. Alt text should be concise--no more than a short sentence or two--and convey the purpose of the visual element in terms of the broader context of the worksheet.

Visit Microsoft Support for more tips on writing good alt text for Excel.

How to Add Alt Text in Excel

Right-click the image you want to add alt text to and select 'Edit Alt Text...' in the dropdown menu. 

Sometimes, a screen reader user might want to hear all of the links in a worksheet read out loud in a list or sequence. So it's important that the link text alone conveys the function of the link. When creating a hyperlink in an Excel document, include text that conveys information about the where the link goes.

How to Hyperlink in Excel

In Excel, highlight the text you want to hyperlink and then Ctrl + k on a Windows or Command + k on a Mac. Or go to the Insert tab and select Link. A dialog box will appear. Add the URL in the Address field and then select OK.

Excel has a built-in Accessibility Checker that can identify issues in your workbook, It's important to remember that an accessibility checker might not catch everything. To run the checker, select the 'Review' tab, and then 'Check Accessibility'. Review and fix any issues like missing alt text, hard-to-read contrast issues, and more. 

Make your Excel documents accessible to people with disabilities | Microsoft Support

Accessible Excel Templates | Microsoft

Microsoft Excel: Optimizing Spreadsheet Accessibility | WebAIM

Creating Accessible Excel Spreadsheets Webinar (running time: 49:58) | UA Technology Accessibility, YouTube

Create More Accessible Tables in Excel Video (running time: 4:25) | Microsoft Support