Spreadsheets

Set a unique, meaningful file name (Title) that clearly describes the content and purpose of the sheet. Every sheet tab must have a clear, concise, and descriptive name. Avoid generic names like Sheet1, Tab2, or abbreviations that aren’t widely known. 

• Good Example: 2024_Q3_Budget_Summary
• Avoid: Sheet1 or Copy of Finance Data

Titles

Your title is added in the metadata of your document and is separate from your save title. 

On Mac: 

1. In the top menu, select File. 
2. Select Properties. 
3. Select Summary. 
4. Add your title. 

On Windows: 

1. In the top menu, select File. 
2. Select Info. 
3. Add your title. 

Worksheets

By default, Excel names worksheets Sheet1, Sheet2, Sheet3 and so on, but you can easily rename them.

1. Double-click the sheet tab, and type the new name, OR

2. Right-click the sheet tab, click Rename, and type the new name.

Resource

Renaming a worksheet

You can rename, add, remove and even reorder spreadsheets in your workbook with Quicksheet. Touch a worksheet tab at the bottom of your screen to select the sheet so that you can get started changing it.

• Rename a worksheet: Touch twice on the name of a worksheet
  • On Android tablets and phones, a dialog box will ask you to enter the new sheet name. Press OK to confirm changes.
  • On iOS devices, a cursor will appear letting you change the name directly on the tab. Don’t forget to press Done on your keyboard. 

Resource:

Rename Worksheets

For screen reader users, the A1 cell is usually the starting point. To improve accessibility, add a summary or title in this cell that describes the structure of the workbook or worksheet, noting any tables, charts, or other specific elements. An example of what to include in the A1 cell includes:

• An overview of the worksheet's layout.
• Any important tables, graphs, and other items.
• The start cell for each major section.

Resource:

Add Text to cell A1 (Microsoft Excel)

Use Simple, Accessible Tables

When presenting data, accessible tables improve readability and navigation for all users. Here’s how to design effective, accessible tables to include in your worksheet:

• Keep tables short and straightforward, avoiding overly complex layouts.
• Limit each worksheet to a single table, or separate multiple tables with a blank row. Note each table’s location in the A1 summary cell.
• Avoid merging, splitting, or nesting cells; these disrupt navigation for screen readers.
• Clearly define header rows and avoid blank cells or rows, ensuring each data point is organized in its column or cell.
• For more complicated data, break complex tables into multiple tables that are more simple. If a complex table structure is necessary, describe it in the A1 summary cell.

Table Headers

Every table or range of data must have a header row (or column) that defines the content below (or beside) it.

Freezing a row or column is only a visual fix; it does not tag the header for accessibility. However, freezing the rows can be a great way to make the tables more accessible for visual users.

Example:

Complex Table Example:

In this example, there is a compound header with merged cells, as well as a merged cell in the data cells. A screen-reader would not be able to correctly associate the headers with the information included. Part of the merged cells would read as ‘blank.’

Simple Table Example:

Adding a column for the subject eliminates the need for the compound heading and separating all the merged cells makes it possible for a screen-reader to associate headers with data and allow users to follow the information through audio. (Note: the header row would need to be set as a header for it to associate down to the cells below).

Creating a Table

On Windows:

1. Select a cell within your data.

2. Select Home > Format as Table.

3. Choose a style for your table.

4. In the Create Table dialog box, set your cell range.

5. Mark if your table has headers.

6. Select OK.

On Mac:

1. Select the cell or the range in the data.

2. In the Home menu, select Format as Table.

3. Choose a style for your table.

4. In the Format as Table dialog box, set your cell range.

5. Mark if your table has headers.

6. Select OK.

Using Headers

Screen readers use header information to identify rows and columns. Clear table headers provide context and make navigating the table content easier.

1. Place the cursor anywhere in a table.

2. On the Table Design tab, in the Table Style Options group, select the Header Row checkbox.

3. Type the column headings.

Resource:

Create and Format Tables in Excel

Create Accessible Tables (Video)

Convert Data to a Table

1. Open a spreadsheet in Google Sheets.
2. Select a range of cells, either empty or with data.
3. On the Menu Bar, click Format > Convert to table.
4. Select the appropriate column type for each column.

For some column types, placeholder chips are auto populated to allow for easy data entry. To turn off placeholder chips for a column:

1. On your computer, open a Sheet with a table.
2. Next to each column header, open the Column menu.
3. Click Edit column type.
   • Tip: If any column is filtered, the filter menu will show up. To edit the column type, click Column menu.
4. Uncheck Show placeholders.

Resources

Using Tables in Google Sheets

To make Charts and Graphs accessible:

• Use high-contrast colors to distinguish design elements.
• Add clear, descriptive text labels, including a title for each chart.
• Use a readable, sans-serif font in a large size.
• Include alt text for your visuals, explaining the main message of each chart.

Example:

The chart on the top lacks data labels to help users decipher the content. 

By contrast, the chart in the bottom contains data labels for each of the series data points. The chart on the bottom also includes a legend with color explanation. The spacing between the bars has also increased making each easier to see and the navy blue color was replaced with a green to help further differentiate and add more contrast between colors. 

Color makes content accessible by emphasizing visual elements (icons, text, labels) to communicate meaning. Color cannot be used as the only way to communicate meaning or an important change, because not everyone can see color differences.

Contrast is the difference between the lightness and darkness of two colors. Good color contrast makes content accessible by making text and controls easier to see and read. Accessible contrast benefits people who have various types of colorblindness, have low vision, are neurodivergent, or are viewing content in different lighting conditions.

To make spreadsheets accessible with color/contrast:

• Use font colors with enough contrast to be readable
• Use a table template with alternating colors to make data rows easier to read
• In charts or visualizations, use text, pattern, weight, or other features in combination with color to convey information

Contrast Checker Resources:

When reviewing existing content, visually scan text and controls for low contrast. Any combinations that look low contrast should probably be improved.

To check the contrast value between two colors, use the WebAIM Color Contrast Checker. The checker will calculate the value and tell you if itpasses or fails.

Format a chart element

1. Select the chart element you want to format, for example, the chart title or data labels.

2. Select the Format tab.

3. Under the Current Selection group, select Format Selection. The Format pane opens to the right.

4. Select the formatting options that make your chart element accessible, such as a larger font or well-contrasting colors.

Other things to do:

• Make chart labels descriptive
• Make chart labels legible
• Add alt text to a chart

Resource:

Create Accessible Charts (Video)

The Accessibility Checker is a tool that reviews your content and flags accessibility issues it comes across. It explains why each issue might be a potential problem for someone with a disability. The Accessibility Checker also suggests how you can resolve the issues that appear.

In Word, the Accessibility Checker runs automatically in the background when you're creating a document. If the Accessibility Checker detects accessibility issues, you will get a reminder in the status bar.

To manually launch the Accessibility Checker, select Review > Check Accessibility.

The Accessibility pane opens, and you can now review and fix accessibility issues.

Resource:

Microsoft Excel's Accessibility Checker

Google Docs does not have built in accessibility checkers. The only option is to use an Add-on such as Grackle Docs.