Microsoft Excel Accessibility Checklist

Summary

It's important to manually review each document for accessibility, because the automated accessibility checking tools included in Microsoft Office applications don't always adequately identify accessibility problems. This document provides a list of items for manual review for Microsoft Excel. See also related manual review checklists for Word and Powerpoint. A sample document is included.

Mandatory

The following must be checked to ensure accessibility:

  • Filename must describe the document's purpose.
  • Worksheet names must the worksheet's purpose.
  • Images must be reviewed to assess their alternative text:
    • If an image has alternative text, it must be appropriate to the image and context.
    • All automatically generated alternative text must be reviewed for accuracy and appropriateness.
    • If an image will not have alternative text, it must be marked as 'decorative.'
    • If an image would require a large amount of alternative text, it should be supported by additional explanation, adjacent to the image, in a cell that precedes the image in the document reading order.

Desirable

The following should be reviewed and assessed. 

  • Text should be aligned left and vertically to ensure readability. (Helps people with dyslexia, low vision, high stress, fatigue, attention deficits.)
  • Text should be wrapped within a cell to prevent it from being hidden behind text in the next column. (Exception: If no cells to the right include content, and the content is short enough to fit on a small screen.)
  • The first sheet in a multi-sheet workbook should be an index worksheet that includes:
    • Brief description of the workbook, and its purpose, in cell A1.
    • List of worksheets in column A, with each worksheet name linked to the worksheet. Optionally, can include brief description of each worksheet in column B; if so, the list of worksheets and descriptions should be formatted as an Excel table and should include a header row.
  • Data should be formatted in Excel tables. Formatting as a table facilitates navigation of the worksheet by assistive technology.
  • Hyperlinks should be rendered as underlined text, preferably with the default link colors. 
  • Underline should not be used for formatting. Underlined text in a PDF or Word document is often parsed by users as a broken hyperlink. Instead, rely on bold or italic.
  • Logical flow of the document. Does it make sense? Do the headings make sense? Is the document clearly written? Are there typos? Etc.
  • Reading order of the document. Related to, but not the same as logical flow: Would a person with limited mobility or who reads only using assistive technology get the right information in the right order?
  • Avoid merged cells (either columns or rows). If cells must be merged, check the reading order to ensure that users with limited mobility will be able to navigate the document.

Tips for Manual Review

Note that not all tips below will be useful for everyone. Use them as they benefit you.

  • Add commonly used features to your Quick Access toolbar.
  • Consider creating a template that includes an index worksheet with boilerplate text and formatting. (Feel free to use the attached as a model.)

 

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