Accessibility: Excel

Why is this important?
  • Ensures screen readers can navigate, interpret and use data.
  • When spreadsheets are structured clearly with meaningful sheet names, simple tables and no blank rows or columns, screen readers can read the content accurately.
  • 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.

Tip: Use Accessible Excel Templates

  • Prebuilt templates often include accessibility‑ready layouts.
  • Go to File → New, choose a template and follow the built‑in instructions.
  • Templates help maintain consistent structure and formatting.

Use Clear Workbook and Worksheet Structure

  • Use descriptive sheet names that communicate the content (e.g., “Enrollment 2025” instead of “Sheet1”).
  • Remove unused or blank worksheets.
  • Always start content in cell A1.
  • Maintain a logical left‑to‑right, top‑to‑bottom 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.
  • 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., “red = late,” “green = complete”).

Create Accessible Tables and Data Structures

  • Convert data ranges into formal tables (Insert → Table).
  • Ensure “My table has headers” 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 Alt Text for Visual Elements

  • Provide alt text for charts, images, icons or visual indicators.
  • Describe the purpose or takeaway of the visual (e.g., “Line chart showing a 10% increase in enrollment from 2021-2025”).

Make Links Accessible

  • Use descriptive link text (e.g., “Download Budget Report” instead of “Click here”).
  • 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.

Training: