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Microsoft Excel has many built-in features to help you make accessible documents with very little effort.

Making Excel Files Accessible

By following these tips, you can make your Excel document accessible.

  • Document Properties

    Title and subject

    Every Excel document should have a title and a subject. The title should clearly show what the chart is about, so try to make it descriptive. While there’s no rule about how long the title can be, it’s a good idea to keep it short and relevant. Your workplace might have different rules, so ask your supervisor if you’re not sure what your workplace expects.

    Edit title and subject:

    1. Go to the File tab and click on Info.

    2. Click on Properties, then pick Advanced Properties to open a pop-up window.

    A screenshot of Excels File menu open, with Info selected, Properties and Advanced Properties open.

    A screenshot of the Excel's Advance properties pop-up window open with Title, Subject, Author, and Company filled out.3. Choose the Summary tab:

    • Title: This should be the same as the title in your worksheet.
    • Subject: This is the main topic of the document. Sometimes, the Title and Subject can be almost the same.
    • Author: This should include your division and your name or initials. Your agency might have specific rules for this. If you’re saving the final document as a PDF, leave out the Company field and start the Author field with your agency’s name or initials.
    • Company: This should automatically show your agency’s name.

     

  • Worksheet Setup

    Name tabs and naming guidelines

    All worksheets should have clear, descriptive names to make sure users get the right information.

    To rename a sheet, just double-click on the tab you want and type in the new name.

    A screenshot of the Excel tabs, with color backgrounds with good color contrast.

    Note:

    • Names can be up to 31 characters long.
    • Some characters, like backslashes and brackets, are not allowed.
    • If you use colors, make sure the text stands out against the background. Don’t use color alone to show different information.

    Table Titles

    Start your table title in cell A1. You can merge cells to center your title, but this should be the only time you merge cells. Here’s how to do it:

    • Select the cells you want to merge. On the Home tab, click on “Merge & Center” in the Alignment group.

    A screenshot of the Excel Home tab selected, and the Merge & Center icon highlighted.

    Row and column headers

    Each column needs to have a header, but row headers are optional. Make sure no header cells are empty.

    A screenshot showing no blank header rows in Excel.

    Merging and splitting

    Do not merge or split cells in an Excel table. Only do this for titles or charts. Merging or splitting cells can make it hard for blind or low-vision users to understand the table. If you have to merge or split cells, make sure everyone, including those using assistive tools, can get the information they need. Use the Tab key to move through the table and check that:

    • All information is read out loud.
    • The information is read in the right order.
    • The content is clear and understandable.

    Blank cells

    People who can see usually have no problem noticing empty spots and matching information with the right titles. But it’s harder for people who use screen readers. To make sure everyone can understand the data, we should try not to leave any empty spots. Here are some ways to fill them:

    • Write “NA” (which means Not Available or Not Applicable)
    • Put a zero (0) if it makes sense in that place
    • Use the words “Blank” or “No data.” If you want these words hidden, make the text color the same as the background. This way, screen readers and braille displays can still read them.

    A screenshot showing how to hide text using the same color as the background.

    Note: While you can use a dash (-) by using find/replace, it’s better to keep things simple and not use dashes.

    Format cells and text

    Using Styles to Format Your Text

    Even though the dialog box may look different from Microsoft Word, it works in a similar way. To format your text, follow these steps:

    1. Go to the Home tab and click on the Cell Styles button in the Styles group on the ribbon.
    2. Pick the style you want.
    3. To change a style, right-click on the style you wish to change and select Modify.

    A screenshot of Excel's Cell Styles menu open.

     

    Tips for Fonts:

    • Make sure the font size is big enough to read; size 12 works well for most people. Don’t use a font smaller than size 11.
    • Don’t rely only on color to give information; always use another way to show it.
    • Use bold, italics, and underlining only a little bit.
    • Only underline links, and use bright blue for them.
    • Avoid using squished spacing.
    • Keep a good color contrast between the text and the background.

    Adjust spacing

    A screenshot of the Excel's Format menu open to adjust row height and column width.Row Height

    There are three ways to change the row height:

    • Hover between two rows until your mouse pointer looks like a double arrow. Click and drag the line up or down to get the size you want.
    • Select the row or rows you want to change, then right-click and choose Row Height.
    • Another way is to select the row(s), go to the Home tab, open the Format menu, and pick Row Height. The Format button also has an option for “Autofit Row Height.”

    Cell Padding

    Use Cell Padding instead of Gutter columns. This way, you can create space around your content without needing extra columns.

    To do this, go to the Home tab, open the Format menu, and pick Format Cells. Then, choose either Horizontal: Left (Indent) or Right (Indent). You can set the indent using whole numbers.

  • Hidden Instructional Text

    Many Excel spreadsheets are pretty simple. But sometimes, you might make a spreadsheet that is hard for someone who is blind to understand. To make it easier for them, you can add two types of helpful text: tips for understanding the content or layout, and notices at the end of tables and worksheets.

    Navigation help text (optional)

    You can give special instructions or information just for people who use screen readers. These guidelines are for those who use assistive tools like screen readers or braille displays. As a writer, it’s important to know that what seems easy to someone who can see might be confusing to someone who can’t. Giving navigation help for screen readers can make it much easier for blind users to find their way through your document.

    The example below shows a table that uses symbols to share information, with a legend at the bottom of the page. There’s help text explaining the symbols in Cell A1.

    1. Add navigation help in Cell A1 (the title should now start in Cell A2).
    2. Make the text size 1 and change the color to match the background (white, background 1).
    3. You can make Row 1 shorter, but don’t use the Hide function.
    4. Put the title in Cell A2.

    A screenshot demonstrating screen reader navigational text

    End of table or worksheet

    To help people who use screen readers or refreshable braille, add hidden guides to your documents. You can do this by typing phrases like “End of Table” or “End of Worksheet” where needed.

    • If your spreadsheet has many tables, you might add more details, like “End of table, 1 of 4.”
    • This helps users know exactly where they are on the worksheet.

    At the bottom of each worksheet, write “End of Worksheet.”

    • Adding more details, like “End of Worksheet, 2 of 7,” can make things clearer for users.

    Print area

    Setting the print area in your spreadsheet is important so you don’t print extra rows and columns you don’t need. This helps save paper and makes it easier for people with low vision to read a table with clear borders.

    Defining the Print Area

    1. Highlight all the information in your spreadsheet, including the titles and header rows.
    2. Go to the Page Layout tab and click on Print Area.
    3. Pick Set Print Area.
    4. To remove the print area, open the Print Area menu and select Clear Print Area.

    A screenshot of the Excel menu ribbon, with Page Layout tab selected, Print Area icon menu open.

  • Hide Unused Rows and Columns

    To keep your spreadsheet looking tidy, try hiding any rows and columns you’re not using. You can always unhide them later if you need to add more information.

    A screenshot of Format menu open with Visability, Hide and Unhide options selected.Hiding Unused Rows

    1. Select the whole row: Make sure to leave one blank row between your data and the row you pick.
    2. Hide the selected rows: You can hide the rows in two ways:
      • Move your cursor over the selected area, right-click, and choose “Hide.”
      • Or, go to the Home tab, click Format in the Cells group, pick Hide & Unhide, and then choose Hide Rows.

    Hiding Unused Columns

    1. Start by selecting the whole column, making sure to leave one empty column between your data and the selected column.
    2. You can hide these columns in two ways:
      • Move your mouse over the selected area, right-click, and choose Hide.
      • Or, go to the Home tab, click on Format in the Cells group, choose Hide & Unhide, and then pick Hide Rows.

     

    Unhide rows and columns

    1. On the Home tab, click on Format in the Cells group.
    2. Select Hide & Unhide.
    3. Select Unhide Rows or Unhide Columns.

    Deleting Unused Tabs

    It’s important to keep your workspace tidy by getting rid of worksheets you don’t use. Make sure you only delete worksheets you really don’t need, because once they’re gone, you can’t get them back.

    Here’s how you do it:

    1. Right-click on the tab of the sheet you want to delete.
    2. Press the Delete button on your keyboard.

    Note: Don’t use the Hide feature for anything you want assistive technology to read. When you hide a row, column, or page, screen readers or braille displays can’t see it. Only use this feature to hide information that isn’t published or rows and columns that aren’t used.

  • Tables

    It’s important to know how your document will be used once it’s done. Think about these questions:

    • Will this document be a spreadsheet that needs lots of changes and updates?
    • Is this document finished and going to be turned into a PDF to share online?
    • Will this document be shared online as an Excel file?
    • Are you moving the content into a Word document?

    If your document needs lots of changes and updates, it’s best to keep it as a spreadsheet. But if the document is done, with no more changes, and ready to be shared, you might want to turn it from a spreadsheet into a table.

    A screenshot of the Excel Table tools, Table Design tab open, Table name and Table Style Options highlighted.

    Steps to Format Your Table

    1. Go to the Home tab and click on Format as Table.
    2. Pick a style you like for your table.
    3. Make sure the right data is inside the dashed line. If you need to change it, you can click and drag to select the area on the spreadsheet or adjust it in the Create Table box.
    4. Check the Table has headers box and click OK.
    5. Go to the Design tab. In the Properties group, type a name for your table in the Table Name: box. Use the checkboxes to finish setting up your table layout.

    In the Table Styles section, pick a style that makes the table headers stand out. Make sure the style has a strong contrast so it’s easier to read.

    A screenshot of Excel's Format as Table open with Table Style Options open.

  • Alternative Text for Images, Charts, and Graphs

    All non-text elements that give information should have alternate (alt) text. This text helps people who can’t see images understand what’s going on. It’s useful for people who don’t download all images—like those on dial-up internet—and for people with vision problems. Check out WebAim’s resource and information on alternative text.

    Charts and Graphs

    Charts and graphs need to have alternate text descriptions (alt text). Start by naming the chart and its style. Then, mention the starting cell of the table used to make the chart. If the chart is on a different tab than the table, include the tab name in the alt text.

    • After you’ve put your chart or graph into your document, right-click on it and pick Edit Alt Text. You can also click on the chart, go to the Chart Tools under the Format tab, and then click on Alt Text.
    • In the Alt Text pane’s text box, write a short and clear description of the chart. If the chart shows information not written in the main part of your document, you need to describe it. But if the chart’s details are already explained in your document, you can just mention the existing description.

    To make your charts and graphs accessible for everyone, try these tips:

    • Use different shapes for the points on your charts.
    • Change the colors of your charts. Default colors might not be easy to see. Pick colors and textures with high contrast.

    For instance, in the images below, you can easily tell the three lines apart, even in grayscale. I used different shapes for the points and unique textures for each line. Plus, even the lightest line stands out against the white background, making it easy to see.

    Images

    To change the alt text for an image, right-click on it and choose View Alt Text. Type in a good description in the box that shows up in the Alt Text sidebar. If the image is just for decoration, leave the box empty and check Mark as decorative.

    A screenshot on PowerPoint, with the right-click menu open and a red square highlighting the View Alt Text... option. A screenshot on PowerPoint, with the Alt Text menu open on the right-hand sidebar, with a text box to input alternative text for an image.

    Don’t click the Generate alt text for me button. The descriptions it makes aren’t very good, and an image description is often different from the alternative text.

  • Links

    Excel makes a link when you paste a full URL onto a slide and then press Enter or Space. But just seeing the URL might not help people using screen readers or others understand it, so it’s important to make sure the link text explains what the link is about.

    To change the link text, right-click the link and select Link. A dialog box will appear. Click in the Text to Display field at the top of the dialog and enter descriptive link text.

    A screenshot on Word, with the Insert Hyperlink pop-up window open. A red square highlighting the Text to display: text box.

    To make sure everyone can easily use your links, follow these simple rules:

    • Use clear link text that makes sense on its own, without needing extra information.
    • Keep the text in the link short and simple.
    • Choose underlined text in a color that is easy to see against the rest of the page.

    If your Word document will be printed only, you should add the website address (URL) and a short description in the link. For example, you could write: “NOCE Admissions & Records FAQs (noce.edu/faq).”

  • Accessibility Checker Tool

    Microsoft Excel has a tool that checks if your spreadsheet can be accessible.

    To run the accessibility checker, select the Review tab and Check Accessibility.

    A screenshot of Excel menu with the Review tab open. A red square highlighting the Accessibility Checker menu icon.

    You’ll see the Accessibility menu in the sidebar on the right.

    The checker’s inspection results organize accessibility issues into three main groups:

    • Errors: Content that makes it very hard or impossible for people with disabilities to use.
      • Example: an image without alt text.
    • Warnings: Content that usually makes the document hard for people with disabilities to use, but not always.
      • Example: a link with text that doesn’t clearly explain its purpose.
    • Tips: Content that is accessible to people with disabilities but could be better organized or presented.
      • Example: jumping from a first-level heading straight to a third-level heading.

    When you click on an item in the results, it will highlight the section in the document and show the Additional Information section:

    • Why Fix:
      • Tells why the issue affects accessibility.
    • How to Fix:
      • Gives ideas on how to solve the issue.
  • Convert Exccel to PDF

    Use the Acrobat tab > Create a PDF > Select Preferences.

    1. Check These Options in Settings:
      • See the Adobe PDF result
      • Ask for the Adobe PDF file name
      • Convert document information
      • Make bookmarks
      • Add links
      • Allow accessibility and reflow with tagged Adobe PDF
    2. Check These in Security:
      • On the Security tab, make sure the box for Ensure text access for screen reader devices for the visually impaired is checked.
      • Note: This box might look gray, but it still needs to be checked. If it’s not, click “Restore Defaults” and then click OK.
    3. Finish Up:
      • Click OK, then choose Create PDF.

    A screenshot of Excel menu ribbon with the Acrobat tab selected. Create PDF and Preferences selected.

    A screenshot of the Security tab in the Acrobat PDFMaker pop-up window    A screenshot of the Security tab in the Acrobat PDFMaker pop-up window