Excel Accessibility

Learn how to make accessible Excel files.

For more information, see Microsoft's Accessibility best practices with Excel spreadsheets.

Use clear structure and layout (not visual tricks)

  • Put data in a simple grid: rows and columns only. Avoid blank rows and columns inside the data.
  • Avoid merged cells where possible; they confuse screen readers.
  • Use Excel Tables (Ctrl + T) for true data tables—this gives built-in structure and headers.

Identify headers correctly

  • Column headers should be in the first row.
  • Row headers (if used) should be in the first column.
  • For tables:
    • Select the table → Table Design → make sure Header Row is checked.
  • For non-table data:
    • Make sure headers are clearly labeled and consistently placed.

Why this matters: screen readers rely on headers to announce context like “Column: Date, Value: March.”

Add meaningful sheet names

  • Rename sheets from “Sheet1” to something descriptive like:
    • Enrollment Data – Fall 2025
    • Budget Summary
  • Keep names short but clear.

Write accessible text

  • Avoid vague labels like “Click here” or “See below.”
  • Spell out acronyms the first time you use them.
  • Use plain language where possible.

Provide alt text for non-text content

Add Alt Text for:

  • Images
  • Charts
  • Shapes
  • SmartArt

How:

  • Right-click the object → View Alt Text
  • Describe what it shows and why it matters, not just how it looks.
  • Example: “Bar chart showing enrollment increased steadily from 2021 to 2025.”

Make charts and graphs accessible

  • Use built-in Excel charts, not screenshots.
  • Ensure:
    • Clear titles
    • Labeled axes
    • Logical reading order
  • Consider adding a text summary of key takeaways near the chart.

Don’t rely on color alone

  • Color should not be the only way information is conveyed.
  • Pair color with:
    • Text labels
    • Patterns
    • Symbols
  • Ensure sufficient contrast (especially for text).

Example: Don’t just say “items in red are overdue”—also label them as “Overdue.”

Use consistent formatting

  • Use cell styles instead of manual formatting.
  • Avoid excessive bold, italics, or all caps.
  • Left-align text, right-align numbers (consistency helps comprehension).

Ensure logical reading and tab order

  • Screen readers read left to right, top to bottom.
  • Keep related content grouped.
  • Avoid placing instructions far away from the data they describe.

Use the Accessibility Checker

  • Use Excel's built-in checkeb by going to Review → Check Accessibility.
  • Fix:
    • Missing alt text
    • Unlabeled headers
    • Confusing structures

Save and share accessibly

  • If exporting to PDF, make sure the Excel file is accessible first—inaccessible Excel becomes inaccessible PDF.
  • Use .xlsx format (not older .xls).