Optimize Excel Spreadsheets and Workbooks for Accessibility

Description

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

Note: The recommendations in this article are intended to support accessible and usable Excel workbooks. Not every technique is required by current accessibility standards, and some recommendations may not apply to every workbook. Use your best judgment based on the workbook’s purpose, content, functionality, and intended audience.

Guide Navigation

Visual Space Around Text

What does minimal spacing around text mean?

  • Adequate spacing can make spreadsheet content easier to read and understand. Crowded text and tightly spaced content can make a workbook more difficult to use, particularly for people with visual, cognitive, or learning disabilities.

How do I increase the width of columns?

  1. Select the columns you want to resize by selecting their column headings.
  2. Right-click on of the selected column headings.
  3. Select Column Width.
  4. Enter the desired width.
  5. Select OK to save.

How do I increase the height of rows?

  1. Select the rows you want to resize.
  2. Right-click one of the selected row headings.
  3. Select Row Height.
  4. Enter the desired height.
  5. Select OK to save. 

Columns and Rows

Organizing columns and rows can make spreadsheets easier to navigate and understand. Review each worksheet separately and consider how its columns, rows, and content are presented.

Why should I freeze columns or rows?

  • Freezing rows or columns keeps important headings visible while you scroll through a worksheet. This can make large spreadsheets easier to navigate.

How do I freeze the top row?

  • If a worksheet contains a table that extends beyond the visible area, the column headings may disappear when you scroll down. Use Freeze Top Row to keep the column headings visible.
  1. Select Freeze Top Row on the View tab on the Ribbon.
Note: 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?

  • If a worksheet contains more columns than can fit on the screen, the row labels may disappear when you scroll horizontally. Use Freeze First Column to keep them visible.
    1. Select Freeze First Column on the View tab on the Ribbon.
      • Note: 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.
  1. Select Freeze Panes on the View tab on the Ribbon.
    • Note: When a user scrolls vertically or horizontally, the two columns and rows of interest remain static.

Can I hide unused columns and rows?

  • Excel worksheets contain a large number of blank rows and columns by default. In some workbooks, hiding unused rows and columns can reduce visual clutter and make the content easier to focus on. Consider this option when the worksheet is not expected to expand.
    • 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?

  • Avoid using multiple empty rows to create visual spacing between sections. Excessive empty rows can make a worksheet more difficult to navigate, particularly for people using keyboards or screen readers. When visual spacing is needed, consider using a single empty row between sections..
  1. Select the rows or rows that you wish to delete.
  2. Right-click on the row and from the drop-down menu.
  3. Select Delete. 

Additional Accessibility Best Practices

Why should I add a Workbook Title?

  • Adding a descriptive title helps users understand the purpose and content of the workbook. A title is also important when a workbook is converted to PDF because it can provide document metadata.
  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.
  2. Select Properties
  3. Select the Summary tab of the document properties dialog.
  4. Add in the Title text.
  5. Select OK.

How can I check the navigation order?

  • Use the arrow keys and Tab key to test whether you can move through the worksheet in a logical order. Make sure the order in which content is presented makes sense.
  • 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?

  • Create charts using Excel's built-in chart tools rather than inserting screenshots of charts.
  • Place charts near the data they represent.
  • Give each chart a clear, descriptive title.
  • Use descriptive axis labels.
  • Avoid unnecessary visual complexity.
  • Use sufficient color contrast between text, chart elements, and the background.
  • Do not use color alone to communicate information. Use text, labels, patterns, or other visual indicators as well.
  • Add alternative text to charts when needed to communicate information that is not available elsewhere in the workbook.
  • Provide a description or data table when the chart's information is not otherwise understandable.

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

  • Use clear, descriptive worksheet names instead of default names such as Sheet1, Sheet2, and Sheet3.
    • Note: Descriptive names help users understand the purpose of each worksheet and make the workbook easier to navigate.

What about headers and labels?

  • Use clear, descriptive headings for columns and sections.
  • Give each column a unique and meaningful header.
  • Use Excel's built-in Table features when appropriate.
  • In Excel tables, make sure the Header Row option is enabled.
  • Apply formatting consistently throughout the workbook.
  • Do not rely on bold text, font size, or color alone to communicate structure or meaning.

Does Excel have an Accessibility Checker?

  • Yes. Excel includes an Accessibility Checker that can help identify potential accessibility issues.
    1. Go to Review.
    2. Go to Check Accessibility.
Note: The Accessibility Checker can identify many common issues, but it does not identify every potential accessibility problem. Review the workbook manually as well, including its organization, navigation, labels, charts, and other content.

Additional Resources

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