Core Concepts in Spreadsheets
Regardless of which software you are using to create spreadsheets, there are some key concepts to check for and be aware of when testing spreadsheets for accessibility.
Navigation and Structure
Titles of spreadsheets and worksheets should be descriptive.
- Avoid using the default titles such as Sheet1, Sheet2, etc.
- The top row should contain column labels. In some circumstances, you must ensure that the header row option is selected so these labels are identified as such by the spreadsheet. How to select this option varies by software.
- There should be content in cell A1, which is where screen readers start reading any worksheet.
- For complicated spreadsheets, the content in this cell could be instructions on reading/using the spreadsheet.
- Consider adding the text “End of Worksheet” in column A after the last row of data on each worksheet. This lets screen reader users know that there is nothing further to review on the current worksheet.
- Avoid merged cells when possible.
- There should be no empty rows or columns.
Charts, Graphs, and Image Management
- Graphics, charts, and images must have sufficient alt-text.
- Charts and graphs should have clear labels for the title, axes, data elements, and legend.
Link Management
- Links should convey clear and accurate information about the destination. For example, instead of being merely “Click here,” the link text should include the title of the destination page or a description of the destination page.
Color
- Information should not be communicated using color alone.
- Where color is present, ensure sufficient color contrast.
Microsoft Excel
Microsoft Excel has an internal accessibility assistant which verifies your file against a set of rules that identify possible accessibility issues.
- To use the Accessibility Assistant in Excel, select the Review Tab then Check Accessibility. An Accessibility Pane will open which will list accessibility errors and warnings, along with further information and how to correct it.
- Please note: the Accessibility Assistant only works with Excel file formats (.xlsx). Other spreadsheet formats like .csv are not supported.
- More information about Microsoft Accessibility Checker errors, warnings, and tips
- Review Microsoft’s Accessibility best practices with Excel spreadsheets
Google Sheets
Google Sheets does not have its own internal accessibility checker. Use the Core Concepts in Spreadsheets section of this guide to identify common issues to check for in your Google Sheet.
- Review Google’s guide for making documents, presentations, sheets and videos more accessible.
- Grackle Sheets is a tool that can help automatically check your Google Sheets for accessibility, but your organization must use Google Workspace and allow add-ons. See more information from Install Grackle Sheets
Numbers (Apple)
Apple Numbers does not have its own internal accessibility checker. Use the Core Concepts in Spreadsheets section of this guide to identify common issues to check for in your Numbers spreadsheet.
- Review Apple’s guide for creating accessible documents.
Navigating to Other Content Types
Use these links to continue (or return) to the other content types in this section: