How to 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.