Optimizing Excel for Accessibility

This article provides instructions on how to optimize Microsoft Excel spreadsheets and workbooks for accessibility at Idaho State University (ISU).

It is important to note that none of the techniques in this article are specifically required to meet current accessibility guidelines and whether or not a technique is appropriate must be determined on a case-by-case basis. Use your best judgement based on the information you have about a workbook's function and intended audience.

• Visual Space Around Text
• Columns and Rows
• More Best Practices
• Additional Resources

What does minimal spacing around text mean?

• In the context of electronic documents, legibility may be defined as "how easy text is to see and comprehend based on its visual presentation". A common legibility issue in Excel workbooks is minimal spacing around text.

How do I increase the width of columns?

• To increase the width of columns: 1) Place focus on the populated columns by selecting their column labels. 2) Right-click on any selected column and select Column Width from the drop-down menu. 3) Increase the numerical value in the Column Width dialog box. 4) Select OK to save.

How do I increase the height of rows?

• To increase the height of rows: 1) Select the whole sheet with the keyboard shortcut ctrl + A. 2) Right-click on any row label and select Row Height from the drop-down menu. 3) Increase the numerical value in the Row Height dialog box. 4) Select OK to save.

Why would I want to freeze Columns and Rows?

• When a sheet has populated columns and/or rows that extend beyond the visible area, a user must scroll with the keyboard or mouse to see all of the sheet's contents. In this circumstance, it is recommended that you use on or more of Excel's "freeze" tools. Switch to the View tab on the Ribbon. In the fourth section from the left there are three "freeze" tools: 1) Freeze Top Row; 2) Freeze First Column; and 3) Freeze Panes.

How do I freeze the top row?

• When a user scrolls down to see all the rows in a table, the column headers may not be visible. To prevent this, select Freeze Top Row on the View tab on the Ribbon. Now when a user scrolls down, the column headers remain visible and the rows appear to slide under them.

How do I freeze the first column?

• When a user scrolls across a table to see more columns, the row headers may be moved out of the visible area. To prevent this, select Freeze First Column on the View tab on the Ribbon. Now the row headers remain visible as a user scrolls right.

How do I freeze Panes?

• There may be times when you want to freeze more than one column and/or row at a time. To freeze specific panes, place focus on the first data cell for the column and/or row you wish to freeze. Select Freeze Panes on the View tab on the Ribbon. Now when a user scrolls vertically or horizontally, the two columns and rows of interest remain static.

Can I hide unused columns and rows?

• By default, a new Sheet has more than sixteen thousand blank columns and over a million blank rows. The visual information created by the borders of the cells in unused columns and rows may be distracting for some users. This would include users with some cognitive or learning disabilities. If you will not be continually adding information to a spreadsheet, consider hiding unused columns or rows as part of the optimization process.
  • To hide multiple unused columns: 1) Select the first column to hide by clicking on it. 2) Select the remaining default columns with a keyboard shortcut Shift + Ctrl + right arrow. 3) Right-click on any highlighted column label and select Hide from the menu.
  • To hide multiple unused rows: 1) Select the first row to hide by clicking on it. 2) Select the remaining default rows with a keyboard shortcut Shift + Ctrl + down arrow. 3) Right-click on any highlighted row and select Hide from the menu.
  • To unhide all columns or rows: 1) Select the entire sheet by clicking where the columns and row labels meet in the top-left corner of the sheet. 2) Right-click either the columns or the rows and select Unhide.

Why would I want to eliminate empty rows?

• A screen reading software user encountering a series of empty rows may mistakenly assume that there is no more content on the sheet. To avoid this, select and delete all but one row between elements on the same sheet. Leaving one row between elements as a way to provide some visual space is common and appropriate practice. To delete empty rows: 1) Select the rows or rows that you wish to delete. 2) Right-click on the row and from the drop-down menu, select Delete. 

Why do I need to add a Workbook Title?

• Adding a Title provides metadata describing the workbook's contents. This information is required if the workbook will be exported to PDF. 
  • To add a Title in Windows: 1) Select the File tab on the Ribbon. 2) Select Info from the sidebar. 3) Add the Title in the Title field in the Properties section.
  • To add a Title on Mac: 1) Select File from the application menu and select Properties. 2) Select the Summary tab of the document properties dialog. 3) Add in the Title text. 4) Select OK.

How does navigation work in Excel?

• Use the arrow keys on your keyboard to test logical navigation through the spreadsheet.
• Charts, shapes, and images are floating elements in Excel and are not within the cells. To navigate floating elements, Ctrl + alt + 5 allows you to navigate floating elements and the tab key lets you cycle between the elements. The navigation order of floating elements is determined by when they were added to the sheet (there is no way to correct navigation order or reading order in Excel).

What are the best practices for Charts?

• Images such as a screenshot of a chart should not be inserted into Excel files.
• Charts should be created using the chart tools within Excel and should be located to the right of the original data table. 
• Charts should have a font size of at least 10 and not be too visually congested or complicated. Provide clear, descriptive chart titles and axis labels.
• The minimum contrast ratio between colors on charts and the background is 3:1. The contrast on both the text and the shape elements of charts should be checked.
• Add alternative text to charts using the Format Picture/Chart options.
• Include data table descriptions when data isn't self-explanatory.
• Avoid color-only indicators - combine with text or patterns.

Is is necessary to name the individual worksheets within a workbook?

• You should use clear, descriptive worksheet names instead of default names like "Sheet1".

What about headers and labels?

• Use built-in header styles rather than just bold formatting and apply styles consistently through the workbook.
• Ensure that each column has a unique, descriptive header.
• User the Header Row checkbox in Table Design for proper table headers.

Is there an accessibility checker in Excel?

• Go to the Review tab and select the Check Accessibility tool. Note that some issues may not be picked up the checker but it is still worthwhile to use the tool.

• WebAIM Article: Microsoft Excel - Optimizing Spreadsheet Accessibility
• Microsoft Support: Accessibility best practices with Excel spreadsheets
• ISU Disability Services: Document Remediation Services
• ISU Disability Support Services