It is very important to prepare accessible Excel documents keeping in mind every possible user such as disabled individuals who might find it difficult to access and understand data effectively. Document best practices such as using appropriate header texts, attributing significance to pictures, and ensuring a decent color differentiation can help make your documents accessible. 

What changes should you make in formatting to make your excel spreadsheets accessible?

These measures not only comply with the accessibility requirements but also improve the usability of the products so that more people can enjoy accessing the data size because of the interactivity offered.

  • Write Concise and Informative Titles

The first step to increase the inclusivity of Excel documents is incorporating concise and relevant headings within an Excel document. These headers aid the users in comprehending the organization and information in the spreadsheet, especially when using some assistive devices like screen readers. 

Each horizontal and vertical line within the spreadsheet is defined by a header that communicates what lies beneath. This can be done by highlighting the header cells and designating them to “headers” in the Table Tools feature in Excel. This small improvement in design benefits users who depend on audio descriptions of the visual material to interpret data positively.

  • Give Description for any Graphics and Tables

If you have images, graphs, or charts embedded in your Excel document, it is important to supply alternative text (alt text) for each visual element. Alt text is an alternative description of image-based elements, which makes it easier to access such information using the information in screen readers. 

To insert alt text in Excel, right-click on the image or chart, click on edit alt text and describe briefly what the image is about. This practice is beneficial to all users especially the ones with a vision deficiency because it allows content to be understood better.

  • Select Proper Colors

Another aspect of accessible designing of Excel spreadsheets is the colour of the text concerning the colour of the background. A higher percentage of contrast makes the information more legible for people who have difficulties in viewing the content such as those who may be colour blind or have poor eyesight. 

Use dark text on a light background or light text on a dark page to make the text stand out. One way is to use a tool called WCAG contrast checker which will help you know if the colors you have selected meet the guidelines on accessibility. Do not use colour only to transmit information, use colours with the relevant words, pictures or symbols.

  • Add Descriptive Titles to Worksheets

While using an Excel document with several worksheets, one can find it necessary to give a descriptive name for each of the sheets. Do not use generic names such as ‘sheet1', ‘data2' and the like as they are likely to disorient the users especially the visually impaired who may rely on screen readers. 

Rather, name the sheets with information that relates to the purpose/function of the particular worksheet. This habit is useful for all users in terms of searching for specific information because it enhances the accessibility and usability of assistive devices.

  • Avoid Merged Cells

Merging cells presents a huge hindrance to many users, especially those with screen readers, because of the structural complexity it creates. The problem is even worse when the cell overlapping is read by assistive technology. Therefore, do not make use of merged cells in your accessible Excel worksheets, period. Alternatively, you can use “Center Across Selection” features which do not affect accessibility, but else are very close visually.

  • Include Text Descriptions for Hyperlinks

Hyperlinks are frequently applied in accessible Excel documents to refer to particular documents or external resources. To make sure everybody can get such hyperlinks, simple ‘click here' expressions are not enough. Clear, precise text should be provided for every hyperlink. 

Such descriptive hyperlinks are useful because they give context to users on where the link redirects to which in turn helps the users decide whether to use that link or not. In addition, embank hyperlinks should be keyboard navigable and their covering textual information made readable by proper colour choice.

Conclusion

As a result of the practices mentioned above, clear and accessible Excel documents focusing on the requirements of different users can be made. Each practice from clear headers and texts for the visually impaired to the ability to use the keyboard for navigation and the prohibition of merging cells works towards better usability for everyone. 

Committing to going the extra mile in formatting Excel spreadsheets is not just about following the rules, it is about allowing as many people as possible, irrespective of their ability levels, to see and interpret the information.

Key takeaways

  • Implement the use of clear headers and alt text to cater for the screen reader users.
  • Employ the keyboard only and use unmerged cells so that all users can use it with ease.
  • Use appropriate colours and formatting in Excel by incorporating contrast and appropriate links respectively.