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.