How to make an accessible Excel document

1. Add table headers (if using a table)

Using the Mouse:

1. Select the range of data you want to convert into a table.
2. Go to the Insert tab and click Table.
3. Check the “My table has headers” box and click OK.

Using the Keyboard:

1. Select the data range using the Arrow keys and Shift + Arrow keys.
2. Press Ctrl + T (PC) or Command + T (Mac) to create a table.
3. Ensure “My table has headers” is checked and press Enter.

2. Use clear descriptions for Data

• Add a sheet title: Provide a descriptive title in the first row.
• Rename sheets for clarity:
  • Mouse: Right-click the sheet tab and select Rename.
  • Keyboard: Press Alt + H + O + R (PC) or Command + Option + R (Mac) and type a new name.

3. Add alt text to images and charts

Using the Mouse:

1. Right-click the image, chart, or graphic.
2. Select Edit Alt Text or Alt Text.
3. Type a meaningful description in the box.

Using the Keyboard:

1. Select the image or chart with Tab or Shift + Tab.
2. Press Alt + J + D + A (PC) or Ctrl + Option + Shift + A (Mac) to open the Alt Text pane.
3. Enter the description using the keyboard.

4. Check the reading order

For screen readers, Excel reads left-to-right and top-to-bottom. To ensure logical navigation:

• Avoid blank rows or columns between data.
• Structure the spreadsheet logically, with titles and headers preceding data.

5. Use named ranges for easy navigation

Using the Mouse:

1. Select a range of cells.
2. Go to the Formulas tab and click Define Name.
3. Provide a meaningful name and click OK.

Using the Keyboard:

1. Select the cells with Shift + Arrow keys.
2. Press Ctrl + F3 (PC) or Command + Shift + F3 (Mac) to open the Name Manager.
3. Add a new name using Alt + N (PC) or Command + N (Mac), then press Enter.

6. Use accessible color choices

Using the Mouse:

1. Select the cell(s) to adjust.
2. Click the Fill Color or Font Color dropdown on the Home tab and choose high-contrast colors.

Using the Keyboard:

1. Navigate to the cell(s) using the Arrow keys.
2. Press Alt + H + H (PC) or Command + Option + H (Mac) for Fill Color, and use the Arrow keys to select a color.

7. Add hyperlinks with descriptive text

Using the Mouse:

1. Select the cell where you want to add a link.
2. Right-click and select Link.
3. Enter the URL and provide meaningful text (e.g., “Visit our website”).

Using the Keyboard:

1. Navigate to the cell and press Ctrl + K (PC) or Command + K (Mac).
2. Enter the URL and descriptive text, then press Enter.

8. Test with the accessibility checker

Using the Mouse:

1. Go to the Review tab.
2. Click Check Accessibility to open the Accessibility Checker pane.

Using the Keyboard:

1. Press Alt + R + A (PC) or Command + Option + A (Mac) to open the Accessibility Checker.
2. Review and fix issues listed.

Testing for accessibility:

• Navigate the spreadsheet using only the Tab key to ensure logical flow.