Create Excel Spreadsheets

Follow these best practices to ensure your Excel workbooks are accessible to all users, including those who rely on assistive technologies.

1. Use the Accessibility Assistant
   • Enable real-time accessibility checks by going to Review > Check Accessibility.
   • Set notification preferences under File > Options > Accessibility.
2. Add Descriptive Text to Cell A1
   • Begin each worksheet with a brief description or title in cell A1 to assist screen reader users.
3. Assign Unique and Descriptive Sheet Names
   • Rename sheets from default names (e.g., “Sheet1”) to meaningful titles that reflect their content.
4. Use Clear, Readable Text Formatting
   • Choose familiar sans serif fonts like Arial or Calibri.
   • Avoid using all caps, excessive italics, or underlining, which can be harder to read.
5. Structure Tables for Accessibility
   • Use simple table structures without merged or split cells.
   • Include header rows to define column headings.
   • Avoid blank rows and columns; if necessary, indicate empty cells with “No data”.
6. Provide Alternative Text for Visuals
   • Add alt text to images, charts, and other visual elements to describe their purpose and content.
7. Use Descriptive Hyperlink Text and ScreenTips
   • Ensure link text clearly indicates the destination or purpose.
   • Add ScreenTips to provide additional context for links.
8. Ensure Sufficient Color Contrast
   • Maintain adequate contrast between text and background to ensure readability:
     • 4.5:1 for normal text
     • 3:1 for large text (18 pt or 14 pt bold)
   • Graphical elements (e.g., icons, charts) should meet at least 3:1 contrast against the background.
   • Avoid using color alone to convey meaning—use labels, patterns, or symbols.
   • Use tools listed on the Check Accessibility page to test color contrast.
9. Use Accessible Templates
   • Start with Excel templates designed for accessibility, which include appropriate formatting and structure.
10. Name Cells and Ranges Meaningfully
    • Assign clear, descriptive names to cells and ranges to facilitate navigation and understanding.
11. Remove Unused Worksheets
    • Delete any blank or unnecessary worksheets to streamline the workbook and reduce confusion.