• Accessibility Principles
• Get Started
• Tips and Techniques
• Check Accessibility

Accessibility Principles

Apply the following accessibility principles to make spreadsheets more accessible and improve the usability for all users.

Give Descriptive File Name

• Video: creating accessibility file names

Set Default Language

• Set language preferences in Office. Mac mirrors the system’s settings.

Make It Easy to Understand

• Write content as clearly and simply as possible.
• Use plain language.

Apply Structure

• Include info about each sheet in cell A1.
• Give sheets concise and unique names to differentiate.

Create Accessible Links

• Provide link text that describes where the link goes and gives meaning out of context.
  • Avoid phrases like “click here,” “learn more” and “read more”.
• Underline links for quick identification.
  • Do not underline non-link text
  • Steps to add link text

Write effective link text

• Link Text and Appearance
• Hyperlinks
• Use Meaningful Link Text
• Video: How to create accessible links

Use Color Appropriately

• Ensure the contrast ratio between text color and the background color is at least 4.5:1 for normal text and 3:1 for large text.
  • Avoid gold on white: Accessible Text & Color.
  • Learn more about WCAG Success Criterion 1.4.3 Contrast (Minimum) AA.
  • Go to Check Accessibility for a list of color checkers.
• Do not use color as the only method to convey meaning.
  • Include an additional descriptive component such as text, patterns or shapes.
  • Learn how to use color

Add Alternative Text to Images

• Provide alternative (alt) text to non-text objects that convey meaning
• Keep the ALT text short and concise (about 125 characters)
• If marking visuals as decorative is not an option, add “decorative” as the alt text
• Avoid images with text when possible. If necessary, add alt text.

Write effective alternative text

• Everything you need to know to write effective alt text
• How to Write Alt Text and Image Descriptions for the visually impaired
• Making Images Accessible
• Video: Improve accessibility with alt text

Create Accessible Tables

• Use a simple table structure. Avoid merging or splitting cells and using nested tables when possible.
• Define header row for data tables.
  • Steps on using table headers
• 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
• Video: Create accessible tables in Excel

Get Started

Use the following resources to apply accessibility principles in the different applications (or authoring tools).

• Make your Excel documents accessible
• Spreadsheets Tutorial
• Video: Start with an accessible Excel template
• Video: Create more accessible charts in Excel
• Make your Google Sheets more accessible

Tips and Techniques

• Use accessible templates for Office.
• Remove blank columns, rows and sheets.
• Avoid blank cells. If you must have them, enter “no data.”
• Create clear labels for columns and rows.
• Do not use hidden columns and rows.
• Provide links to other sheets when there are multiple sheets in the file.
• Use text wrap or adjust the columns and rows manually.

Check Accessibility

When an application (or authoring tool) allows for user-generated content, content authors must create digital information accessible to people with disabilities. As you design, develop, or create digital content, there are a few ways to check accessibility. 

• Go to Check Accessibility to get started.