As you create spreadsheets, use the following common practices to help ensure accessibility and usability for everyone.
Descriptive File Name
- Descriptive document file name and title (Indiana University)
- Create accessible file names (Microsoft video)
Clear and Concise Content
- Write in plain language, avoiding jargon.
- Include info about each sheet in cell A1.
- Give sheets concise and unique names to differentiate.
Accessible Link Text
- Link text should make the destination of the link clear.
- Provide links to other sheets when there are multiple sheets in the file.
- Avoid phrases like “click here,” “learn more,” and “read more.”
- Link Text and Appearance (WebAIM)
- Add accessible hyperlink text and ScreenTips
Color and Contrast
- Ensure the contrast ratio between text and background colors is at least 4.5:1 for normal text and 3:1 for large text.
- Avoid gold on white: Accessible Text & Color.
- Visit the Check Accessibility webpage for a list of contrast checkers.
- Do not use color as the only method to convey meaning.
- Include an additional descriptive component such as text, patterns, or shapes.
- Learn more about Contrast and Color Accessibility (WebAIM).
Accessible Images
- Explore the DIAGRAM Center guide on how to describe non-text content for charts and graphs.
- Learn how to add alt text to visuals in Microsoft Excel.
- Alternative (Alt) Text Guide by The Ohio State University.
Accessible Tables
- Use a simple table structure.
- Give tables a descriptive name.
- Use table headers.
- Avoid blank cells, columns, and rows.
- If you must have blank cells, enter “no data.”
- Place tables on a separate sheet for simpler navigation.
- Use cell styles to indicate row headings.
- Give tables a meaningful name on the Table Tools Design tab
- Create clear labels for columns and rows.
Check for Accessibility
As you design, develop, or create digital content, it is important to check the accessibility. For a list of commonly used checkers, guides, and checklists, visit the Check for Accessibility page.
Additional Resources
- Accessible templates for Office
- Create accessible Excel workbooks
- Make your Google Sheets accessible
- Make your Excel documents accessible
- Excel: Optimizing Spreadsheet Accessibility (WebAIM)
- Spreadsheets Tutorial
- Create accessible charts in Excel (video)
- Start with an accessible Excel template (video)
- Contracted Document Remediation Providers