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Accessible Excel Spreadsheets

Why Excel Accessibility Matters

Excel spreadsheets used for instruction, administration, or public access must be accessible to people using screen readers, keyboard navigation, magnification, and high‑contrast settings.

Creating accessible spreadsheets following WCAG 2.1 Level AA  supports compliance with Title II of The Americans with Disabilities Act (ADA), Texas Administrative Code Chapters  206 and 213, reduces legal and institutional risk, and improves overall usability for everyone.

For UT Tyler, this means that any spreadsheet shared through websites, Canvas courses, email, or other digital platforms should follow accessibility best practices, reflecting the university’s commitment to inclusion and equitable access.

Creating Accessible Excel Spreadsheets

  • Automatically identifies common accessibility issues

  • Explains why an issue may be a problem for someone with a disability

  • Provides suggestions for how to fix each issue

  • Runs in the background while you work 

Run the Accessibility Checker from Review → Check Accessibility.

  • Excel includes templates designed with accessibility in mind
    • Go to File → New and enter accessible template in the search field
  • Templates use readable fonts and sufficient color contrast
  • Layouts are structured for screen reader navigation
  • Headings and labels are preset to provide context
  • White space is used to improve readability

Using an accessible template helps ensure spreadsheets are easier to use before additional content is added. 

  • Add a title or brief description in cell A1
  • Include context or instructions in cell A1 for complex worksheets
  • Use meaningful worksheet names, not the default "Sheet1" or "Sheet2"
  • Remove any blank worksheets

Screen readers start reading each worksheet at cell A1 and announce worksheet names during navigation.

  • Use tables for data only, not page layout
  • Include a header row for all data tables
  • Avoid merged or split cells
  • Avoid nested tables
  • Avoid blank rows, columns, or cells
    • If blanks cannot be removed, label them clearly (for example, “N/A”)

Improper table structures can make spreadsheet content difficult or impossible to navigate with assistive technology.

  • Assign each table a descriptive name
  • Replace default table names such as "Table1" or "Table2"
  • Use names that reflect the purpose or content of the table

Descriptive table names allow users to identify and jump to tables more easily.

  • Provide alternative text for all images, charts, shapes, SmartArt, and embedded objects
  • Briefly describe the content and purpose of each visual
  • If an image contains text, ensure that text is also available elsewhere in the spreadsheet

Alternative text allows users who cannot see to understand visual content.

  • Use descriptive hyperlink text that explains the destination
  • Avoid vague phrases such as “Click here” or “Learn more”
  • Match link text to the title of the destination page when possible
  • Add ScreenTips where additional clarification is helpful

Screen reader users often review links as a list rather than within surrounding content.

  • Use familiar sans‑serif fonts such as Arial or Calibri
  • Avoid all‑capital text
  • Avoid excessive italics or underlining
  • Use bold or font size changes for emphasis instead of color alone
  • Ensure sufficient color contrast between text and background
  • Do not rely on color alone to convey meaning

Good contrast supports users with low vision and color vision deficiency.

  • Include descriptive chart titles
  • Label axes clearly
  • Use readable data labels
  • Select high‑contrast color combinations
  • Avoid relying solely on color to convey differences or trends

Clear chart structure helps all users interpret data accurately.

  • Name important cells and ranges
    • Select range that you want to name
    • Select Formulas → Define name
    • Enter the name and select OK
  • Use descriptive names that reflect purpose or content
  • Apply names to key data areas or instructions
  • Support quick navigation using the Go To command

Named cells allow users to jump directly to relevant content.

Review Before Sharing

  • Run the Accessibility Checker
  • Confirm tables and worksheets are structured logically
  • Test keyboard-only navigation
  • Navigate the spreadsheet using a screen reader such as Windows Narrator or MacOS VoiceOver

Manual review helps catch issues automated tools may miss.