Creating accessible Excel spreadsheets

By thoughtful application of some simple techniques and strategies, your

Excel spreadsheets can be made very accessible. The latest versions of
access software such as JAWS are optimised for use with Microsoft
Office programs including Excel.

Appropriate formatting and design considerations will aid effective

navigation and use by all users and not just those who are blind or
partially sighted.

1. Design
Design basics
A well designed spreadsheet is of benefit to everyone and not just blind
and partially sighted users.

Spreadsheets can provide perfectly accessible information providing that

appropriate formatting is used to create the tables of data. Most screen
reader software and screen magnification software include specific
functions for reading Excel spreadsheets.

No special formatting is needed to create a table in Excel. The entire

worksheet is a grid which you can populate with text and data.

However, this flexibility can create accessibility issues. For example, text
such as titles or notes can be inserted into cells that are not part of a
table. Unfortunately text which is not part of a table can cause access
and navigation problems for blind and partially sighted users.

Top ten accessibility pointers

1. Break down complex data sets into logical tables ideally with their
own worksheets. New tables should be created on separate
worksheets to aid navigation and understanding.
2. Reserve the first worksheet for a contents or index page.
3. Use Clear Print guidelines for text and data.
4. Insert all text and data within a logical path that a keyboard only user
would take. As a general rule keyboard users will navigate down from
cell A1 until the table is reached.
5. Empty cells within a table should be marked as such with a minus
sign, a zero or N/A for not applicable as appropriate.
6. Adjust cell height and width to ensure all text that you want to appear
is visible in your spreadsheet.
7. Add text descriptions and Alt text to charts and graphics.
8. Avoid using visual devices such as colour, shading, patterns and
borders to divide up data regions.
9. Avoid merging data or header cells. Merged cells cause navigation
problems and will not be read correctly if they contain row or column
headers.
10. Always save your spreadsheet with the focus on cell A1 unless you
want to draw attention to a specific cell.

Hint
Avoid setting text in a vertical or diagonal direction and adding spaces
between letters in a word for visual effect. Screen reader and
magnification users will find such text difficult or impossible to access.

Keyboard shortcuts
Tab = move one cell to the right
Shift Tab = move one cell to the left
Arrow keys = move in any direction
Ctrl Arrow key = move to edge of table in direction of arrow

Clear Print guidelines

Following Clear Print guidelines for spreadsheets will help ensure that
your information is accessible to as wide an audience as possible.

Good design will also ensure that information can be accessed more
efficiently by everyone and not just access technology users.

How to use Clear Print

 Table layout should be predictable and easy to navigate.
 Comment and signpost cells used where appropriate.
 Each new table on a separate worksheet.
 Row and column headings effectively formatted.
 Headers and footers not used to convey important information.
 Cells formatted so that all text is visible.
 Font colour set to automatic.
 Information provided through cell patterning and conditional
formatting also provided via text.
 Floating elements such as graphics and text boxes not used.
 Graphics, where necessary, on a separate worksheet.
 Concise text descriptions of graphics and images provided.
 Overall spreadsheet and individual worksheets have meaningful
names.
 Unused worksheets deleted.
 Users are alerted to filters and frozen panes.
 Cell focus is left in a logical place when saving and closing the
spreadsheet.
Basic settings for Clear Print can be set up as defaults for use with any
new spreadsheet you create.

Clear Print settings

1. Select Tools, Options and General to set the following options [Alt T,
O, G].
2. Select Sheets in new workbook and change this to 1 [Alt S].
3. Select Standard font and change this to Arial [Alt A].
4. Select Size and change this to 14 [Alt E].
5. Select Ok or press Enter to close the tab.
6. To set colour to automatic select Format, Cells, Font [Alt O, E, F].
7. Select Colour and change this to Automatic [Alt C].
8. Click Ok to close the tab [Enter, Tab, Enter].

Hint
Setting the default worksheets to one means you only add extra
worksheets if you actually need them. To add a new worksheet select
Insert, Worksheet [Shift F11].
Keyboard shortcuts
Shift F11 = insert new worksheet
Ctrl + Page Down = move to next worksheet
Ctrl + Page Up = move to previous worksheet

Large print
Documents in large print may be requested by people who have some
useful sight but prefer larger than standard 14 point Clear Print.

Large print should always follow the Clear Print guidelines as regards
text and layout.

Large print type size

Whereas Clear Print is 14 point type size, large print starts at 16 point.
Always ask to identify the preferred reading size but if you are unable to
find out from your recipient or colleague their required type size, you
might offer 18 point.

Remember that access technology can enlarge the text for a user, so no
alternatives may be necessary.

Reasonable limits to the size of print

Requests for type sizes above 28 point should be carefully considered
for effectiveness. Very large type sizes can be counter-productive
because they cause publications to become bulky and difficult to
navigate. Alternative formats can be offered to avoid running into these
problems.

How to make your spreadsheet large print

1. Highlight your entire worksheet [Ctrl A].
2. Change the Font Size to the new value [Ctrl Shift P].
3. To resize cells to fit the enlarged print select Format, Column, AutoFit
Selection [Alt O, C, A].

Important quality checks

 Spreadsheets enlarged in this way should always be carefully proof
checked.
 Particularly look for numbers which will appear as a line of hashes if
the cell is too small.
 Large print should never be created by enlarging a standard print
document using a photocopier.
 Pictures and images should be checked to ensure they work at a
larger scale.
 To avoid possible problems always use AutoFit Selection to change
the size of cells.

Colour
By leaving the colour selection set to automatic Excel will always try to
maintain a strong contrast between the foreground and the background.
This has the additional advantage that partially sighted users are free to
modify the colour selection to best suit themselves.
If colour alone is used to highlight important aspects of a spreadsheet
then this can cause problems for blind and partially sighted users and
those with colour vision deficiencies, for example.
Where colour has to be used you can apply additional techniques to help
ensure the meaning is conveyed to as many users as possible.
 Try to provide additional cues in the text to draw attention to the
meaning of the colour. For example, text marked in red could also
have a comment which would be read out by a screen reader.
 Dividing areas of a large table up by colour alone is not really
accessible. A more accessible design solution would be to divide the
large table up over several worksheets.
 With a bit of thought it is possible to design your spreadsheet so that
screen reader users can filter information using the same criteria that
determines the colour.

A note about conditional formatting

Conditional formatting is where the colour of a cell changes according to
a pre-set condition. Unfortunately, at the present time there is no
acceptable method of making conditional formatting accessible.

Accessible forms in Excel

The more accessible a form is the more likely you are to get a good
response rate. Simple techniques can be used to design forms that are
accessible to as wide an audience as possible.

Even where forms are to be posted out, following Clear Print guidelines
and the advice given here will help to ensure that print versions are as
accessible as possible.
Designing for accessibility from the start will help to ensure that
alternative formats such as large print, braille and electronic versions
can be more easily created.

Top 10 tips for accessible forms:

1. The title should clearly state that the document is a form.
2. Give a clear description of the structure of the form in Worksheet 1.
For example, you may want to include the number of questions or
sections, an estimate of the time required to fill in the form and any
special instructions which may apply.
3. Make all instructions for completing the form clear and unambiguous.
4. Ensure that the structure is meaningful when navigated using the
keyboard. Two column table grids are a recommended technique for
accessibility. For example, questions in column A and answers in
column B.
5. Information which needs to be repeated on separate worksheets can
be gathered once on the first page and then automatically inserted.
6. Questions and response fields should follow a logical format for
keyboard users.
7. Make sure questions are worded to be compatible with screen
readers. For example, Type your name here:
8. Include contact details for getting help if required. For example, a
recipient may want to request an alternative format.
9. Ensure that instructions for returning the form are comprehensive and
accessible.
10. Add text descriptions or comments to questions where specific types
of responses are required. For example, if the answer needs to be
chosen from a given list of items.

Hints
 Run a small pilot of your form or survey first. Apart from checking for
accessibility you can also ensure that the information returned is what
you actually want.
 Avoid questions which use visual references such as Tick the
appropriate box or Delete as appropriate.
 Don't use lines of full stops, underscores or other characters to
indicate where responses should go.
 Questions which rely purely on visual elements or layout to make
sense will not be accessible.

Simple table layout

Excel lends itself to using table layouts for producing accessible forms.
Forms with simple uniform table layouts can be easily navigated from the
keyboard.

How to create a 2-column form

A recommended technique is to use a two column table with questions
typed into column 1 and answers in column 2.
1. Create a two column table grid. Please refer to the section on
formatting tables and headers if you need a reminder.
2. Label the top cells of the table. The first column could be labelled
Question and the second column Answer, for example.
3. Appropriate instructions should be given above the table or on a
separate header page. Comments can be added to question cells if
required for clarity. You should include the following information:
 The form uses table layout
 Column one contains the questions
 Column two is where the answers are typed
 Who to contact for help with filling in the form
 Where to send the completed form
4. It is also good practice to include the number of questions so that
screen reader users will know when they have reached the end.

Hints
 Run a small pilot of your form or survey first. Apart from checking for
accessibility you can also ensure that the information returned is what
you actually want.
 Avoid questions which use visual references such as Tick the
appropriate box or Delete as appropriate.
 Don't use lines of full stops, underscores or other characters to
indicate where responses should go.
 Questions which rely purely on visual elements or layout to make
sense will not be accessible.
 Always put important information at the start of the form or on a
separate information or header page.
 The header page in a complex form can hyperlink to appropriate
worksheets.
 Use the header page to collect information which needs to be
repeated throughout the form such as Employee name, Employee
number etc.
 Any information to be added to the form after completion by the
recipient should be included at the end of the form.

Advanced functions
 Following the guidelines given in these pages should ensure that you
are producing spreadsheets which are accessible for all your potential
users. Excel is a vast subject and there are simply too many functions
and features to list the accessibility implications of them all.
 As a general rule accessibility problems can occur where advanced
functions are used to lock or restrict spreadsheet access in some
way. Hidden information is likely to remain so if an access technology
user does not know it is there.
 In particular, frozen panes and filters will not necessarily be obvious
to access technology users. Where such features are deemed to be
essential it is important to document their use and where possible
how to switch them off.
 The page on Saving and sharing will help you to ensure that when a
user opens your spreadsheet they experience it exactly as you
intended. For example, did you know that Excel always saves the
cursor focus exactly where you left it?

2. Structure
Structure basics
The structure of your spreadsheet can go a long way towards ensuring
that it is as accessible as possible to your users. If a little care is taken at
the beginning your spreadsheets can be a very effective and accessible
means of conveying information and data.

Leading accessibility software such as JAWS can work very well with
Excel spreadsheets providing a few simple guidelines are followed.
Top tips for structure
 Rather than have multiple data tables in one worksheet it is much
better to create a worksheet for each table. The first worksheet can
act as an index with hyperlinks to enable users to quickly jump to
desired locations
 Give your data tables row and column headers to aid navigation.
 Data tables should be positioned against the top and left hand edges
as keyboard users will generally navigate from Cell A1 in the top left
corner unless signposted otherwise.
 Visual effects such as merged cells should be avoided as this can
cause disruption to the structure making accessibility more difficult. In
fact, Excel naturally expands text over adjacent cells if necessary
without affecting the underlying structure of the spreadsheet.
 Data tables should allow the cursor to navigate logically around the
rows and columns. This can be easily checked using the arrow keys.
 Try to avoid large gaps between data areas and purely visual effects
together with blank rows and columns as these can all cause
confusion to keyboard users.

Divide and conquer

Complex data sets can generally be broken down into smaller tables to
aid navigation and accessibility. Ideally, these tables can each have their
own worksheet which can be navigated to and accessed from a contents
list or index page.

Where multiple tables do need to be placed on a single worksheet there

are a few points to bear in mind:

Single worksheet
 Tables should border the left hand edge of the worksheet.
 Tables should ideally be separated by a single blank line. Large gaps
between tables could well be missed by screen reader users.
 Give each table a title reference.
 Similarly, row or column gaps in the tables themselves may be
perceived by keyboard users as the edge of the data area rather than
a divider.
Multiple worksheets
The most accessible spreadsheets tend to be those which make full use
of worksheets to display individual tables, charts and graphs. Combine
this with an index or contents page which signposts the user to the
various parts of the spreadsheet and you will help to make your data
easier to understand for everyone and not just blind or partially sighted
readers.

Hyperlinks can be used within Excel spreadsheets to quickly navigate

from the index to the different worksheets, for example.

Don't repeat yourself!

Sometimes information obtained from the user needs to be repeated
throughout a complex spreadsheet. This information may include name,
date of birth and employee number, for example. In these circumstances
such information can be gathered just once on a purpose designed
worksheet and then applied automatically where required throughout the
spreadsheet.

Information and index pages

Providing information about the structure and layout of your spreadsheet
is useful for all users but especially blind and partially sighted people
who cannot easily get an overview.
 A good starting point is to reserve the first worksheet in your
spreadsheet for information and navigation.
 You can provide a text description of how the worksheets are set out
and organised.
 It is helpful to provide an index or a list of contents which can be
hyperlinked to the appropriate worksheets.

Worksheet descriptions
As well as providing information on the first page of your spreadsheet
you can provide further navigation within the associated worksheets.
 Text within cells can be used to explain the layout of a worksheet or
to point screen reader users to specific locations.
 As well as using straightforward text in a cell, screen reader software
can automatically detect and announce the presence of comments.
This is explained in more detail in the 'adding comments' section.
Hints
 Add a hyperlinked contents list to your index page to make navigation
across the worksheets even more accessible.
 Descriptions can point users to locations which may not be
immediately obvious.
 For example: Table 1 labelled 'Cost breakdown' starts at cell A4 on
this worksheet, notes are included at cell A50 and table 2 listing the
various options is on the worksheet labelled 'Allowances'.

Hyperlinks
Good practice with spreadsheets containing multiple worksheets is to
create a hyperlinked contents list or index page on Worksheet 1.

A text description of how the spreadsheet is laid out should also be

provided on the index page. Providing an overview of the layout of your
spreadsheet is good practice for all users but especially blind and
partially sighted people who cannot easily do this visually.

Make effective use of hyperlinks to enable users to quickly move around

your spreadsheet especially if it contains multiple worksheets.

How to create a hyperlink

1. Highlight the cell containing the text to be hyperlinked.
2. From the Insert menu select Hyperlink [Alt I, I].
3. Select Place in this document [Alt A].
4. Type the cell reference for the hyperlink [Alt A]. Note that the default
reference is cell A1 which is generally a logical starting point for
screen reader users.
5. Select the worksheet containing the cell you are linking to [Alt C].
6. Click Ok or press Enter to create the hyperlink.

A note about buttons

In Excel the Forms toolbar allows a variety of buttons to be inserted into
your spreadsheet to trigger user defined functions. Unfortunately, screen
reader software is not generally able to recognise these buttons or
enable users to interact with them using the keyboard in Excel.

In some cases it may be possible to format a standard cell to look like a

button, with a hyperlink that triggers the required function. Cells can be
modified using some mild visual formatting, such as adding a cell border
or subtle colour backfill, to create the appearance of a button. However,
it is important to find a design that will not be detrimental to screen
magnification and high contrast display users.

If it is not possible to invoke the required functions from a hyperlink then

an alternative method of access should be designed for screen reader
users. This can be situated on the same worksheet in a location that is
easy to access with the keyboard or it may be located on a different
worksheet.

Comments
Comments are useful because they can be added to a cell which already
contains data, text or a formula without affecting the contents.
Properly used, such comments can provide useful additional information
which will also read out by screen reader software.

How to add comments

1. Highlight the cell to add the comment to.
2. Select Insert and Comment to open a comment box [Shift F2].
3. Type in your comment as concisely as possible using appropriate
punctuation.
4. Click outside the comment box to return to the worksheet [Esc, Esc].

Hints
 Screen reader software reads comments all in one go without
stopping. Therefore it is important to limit the text to essential
information only.
 Punctuation should also be used to ensure screen reader software
handles the text properly.

Keyboard shortcuts
Shift F2 = create a new comment or edit an existing one

Accessibility checks
Before saving and sharing your information there are some basic checks
you can make to help ensure that your spreadsheet is as accessible as
possible.
Clear Print test
 Typeface is set to a minimum of Arial 14 point.
 A high contrast exists between font colour and the background in all
of the worksheets.
 No use of italics or ornate fonts.
 No text is underlined.
 No blocks of text are set all in capitals.
 No text is overlaid on background patterns or images.
 No text is overlaid on strong colour backfills.
 Grid lines are clearly visible.
 Space between adjacent rows and columns is sufficient to avoid
cluttering.

High contrast and magnification test

This test requires you to switch your display to High Contrast mode.
1. Press Alt Shift Print Screen.
2. To confirm the new setting select Ok or press Enter.

Note that the new setting may take a few moments to take effect. If the
cells don't turn black minimise Excel and then maximise it again.
 All text should be visible.
 No coloured text should become harder to read against the black
background.
 Any cell patterning, shading or back filled areas should not become
distracting or obscure cell contents in the overall layout.
After checking press Alt Shift Print Screen again to turn High Contrast
mode off.

Screen reader test

This test can be made without having any screen reader software
installed on your machine. You should do the tests with each table in
your spreadsheet.

Open your spreadsheet. The cursor focus should start at a logical point,
such as cell A1 or else a signposted cell.
 The arrow keys can move the cursor into all cells that contain data.
 The cursor always moves one cell at a time per key press.
 With the cursor in the table area pressing Ctrl Right Arrow just once
moves the cursor to the right hand edge of the table area.
 Pressing Ctrl Left Arrow just once moves your cursor to the left edge
of the table area.
 Pressing Ctrl Down Arrow just once moves your cursor to the bottom
edge of the table area.
 Pressing Ctrl Up Arrow just once moves your cursor to the top edge
of the table area.

Checking images
 No images (such as charts) should be floating over and obscuring
any text.
 A concise and meaningful text description of any image used is
contained in the Alt text field under the Web tab.

Saving and sharing

When your spreadsheet is complete or after it has been edited there are
a few final touches you can do to ensure that it will be as accessible as
possible to other users.

You can use the following as a quick checklist:

Zoom
Zoom should be set to 100% when you save your spreadsheet to ensure
no enlargement or reduction is active.

Worksheets
 Delete any empty worksheets before saving your spreadsheet.
Screen reader users will not necessarily know that a worksheet is
empty!
 Giving your worksheets meaningful names also helps to inform users
that they contain data.

Cursor
Leave the cursor focus in a meaningful place. Excel remembers the last
cursor location when a spreadsheet is saved. This will often be the top
left hand cell, A1 [Ctrl Home], but could also be a signpost cell. Screen
reader users rely on the location and movement of the cursor for
navigation.

Track changes
 Switch off Track changes before finalising your spreadsheet to avoid
accessibility problems.
 If you specifically need to use this feature then it is important that you
inform recipients that it is enabled.

Toolbars
 It is best to deactivate any floating toolbars as screen reader software
may not be able to access populated cells behind them.
 If you do need to leave a floating toolbar active then attach it to the
other Excel toolbars at the top of the window.

Filters
 Filters are not generally accessible as they can effectively obscure
data.
 If you do need to use filters it is important to provide signposts or
comments to indicate which cells contain the drop down menus. If
filters are active and hiding information this should be noted together
with details of how to turn the filters off.

Freeze panes
 Whilst Freeze panes are useful for keeping column and row header
titles in place in a large table, they can make it difficult for screen
reader users to find the top left edge. If you leave Freeze panes
active best practice is to inform users and also give an instruction on
how to turn them off.
 To turn off Freeze panes select Window, Unfreeze panes [Alt W, F].

Filenames
 Save the spreadsheet with a meaningful filename.
 Monthly_Travel_Claim_July_2010.xls is sensible whereas
montravclamjul10.xls is not!
 Note that JAWS can read joined up words properly if the first letter of
each word is a capital
 e.g. MonthlyTravelClaimJuly2010.xls
3. More about worksheets
Use separate worksheets
Spreadsheets can be made much more accessible if individual data
areas or tables are contained in separate worksheets.

The first worksheet can be reserved for information and navigation and
even hyperlinked to appropriate parts of the spreadsheet.

This significantly aids navigation especially where each worksheet is

given a meaningful name rather than the default Sheet1, Sheet2 naming
convention used by Excel. Any unused worksheets should be deleted to
avoid possible confusion.

How to manage worksheets

1. Worksheets can be added by selecting Worksheet from the Insert
menu [Shift F11].
2. A worksheet can be renamed by selecting the Format menu and
Sheet, Rename [Alt O, H, R]. The default worksheet name can now
be deleted and a meaningful replacement made.
3. To remove an unused worksheet select the Edit menu and Delete
sheet [Alt E, L].

Hints
 Screen reader users will hear the worksheet name announced when
they move between worksheets.
 By default Excel creates 3 worksheets within a new spreadsheet.
Removing any unused worksheets aids navigation and avoids any
possible confusion.

Keyboard shortcuts
Shift F11 = add worksheet
Alt E, L = delete sheet
Ctrl Page Down = move to next worksheet
Ctrl Page Up = move to previous worksheet
Row and column headers
Your spreadsheet can be made much more accessible for screen
readers such as JAWS by adding row and column headers.

Effective use of row and column title headings can help to ensure that
screen reader users keep a track of where they are in a particular table.
Using names to define row and column titles ensures that screen reader
software is able to announce the headings as cells within the table are
navigated.

For this to work effectively, title headings should only be applied across
one set of columns and down one set of rows in any single worksheet.

How to apply row and column headers

 For a table with both row and column headings:
1. Place the cursor in the connecting cell (normally top left) of the table.
2. From the Insert menu select Name and Define [Alt I, N, D].
3. Type Title1 in the edit box and press Enter to effect the change. Note
that the next worksheet grid will be Title2 and so on. There should be
no spaces in the name.
 For a table with just column headings:
1. Place the cursor in the cell containing the first row heading.
2. From the Insert menu select Name and Define [Alt I, N, D].
3. Type ColumnTitle1 in the edit box and press Enter to effect the
change. Note that the next worksheet grid will be ColumnTitle2 and
so on.
 For a table with just row headings:
1. Place the cursor in the cell containing the first row heading
2. From the Insert menu select Name and Define [Alt I, N, D].
3. Type RowTitle1 in the edit box and press Enter to effect the change.
Note that the next worksheet grid will be RowTitle2 and so on.

Hints
 Screen reader users will hear the row and column header titles
announced as they move around the table.
 Screen reader software will only recognise a single row or column as
containing headers. It is currently not possible to assign row or
 column title status to more than one row of column headers or more
than one column of row headers in a grid at a time.

Keyboard shortcuts
Home = beginning of row
Ctrl Home = beginning of worksheet
Ctrl End = last cell in worksheet

Headers and footers

In order for headers and footers to be accessible to screen reader
software the user has to know that they are there and makes a
conscious choice to have them read out. You can't assume that all users
will automatically check these areas.

Consequently, if important information such as contact details is stored

in either the header or the footer there is a real danger it may be missed
by some users.

Where headers and footers are used any important information should
be duplicated in the worksheet area.

How to make headers and footers more accessible:

 Ensure that any important information is also included in the
worksheet area as well.
 Inform screen reader users that the headers and footers contain
important text.

Keyboard shortcuts
ALT V, H = header and footer

4. Charts and graphics

Charts and graphics basics
Charts and graphics should not necessarily present a barrier to
accessibility. Indeed, blind and partially sighted users are likely to be
equally interested in the information conveyed by essential charts and
graphics.
Charts
To aid accessibility charts should be placed on their own separate
worksheet and clearly labelled to say that they contain an Excel chart.
Some of the latest screen readers are able to access charts providing
that they are not too complex. For example, a simple chart showing
peaks and troughs over a period of time should be perfectly accessible.

However, charts created using graphics' tools or imported from other

applications will not be necessarily be accessible and may require a full
text description.

Place your chart on a separate worksheet clearly labelled as an Excel

chart.
 Screen reader users will need to know that they are accessing data
represented by a chart. This can be done by cross referencing the
data to the appropriate chart. You could use text signposts,
comments or hyperlinks to do this for example.
 More advanced Excel users might also consider creating a
background function to generate a text only summary from the data
used to create the chart.

Graphics
Make sure that any graphical elements you include in your spreadsheet
are actually essential and not just there to improve the design visually.
Graphical elements include pictures, flow diagrams, drawings and maps
which may not be directly accessible by screen reader software.

Where graphics are essential to your spreadsheet use the techniques on

these pages to maximise accessibility for blind and partially sighted
users.

Hint
It is good practice to include text descriptions and Alt text with all your
charts and graphics in case they are not fully accessible by all versions
of the various screen reader programs.

Pitfalls to avoid
There are simple techniques you can employ to improve the accessibility
of your images such as dedicated worksheets and providing text
descriptions. However, there are also a few things to be wary of:
 Graphics which are included purely for visual effect.
 Text which is actually part of an image.
 Text created by graphics tools such as WordArt.
 Floating graphics. These are not accessible to screen readers and at
worst can obscure information in cells beneath them.
 Using graphical elements alone to separate areas in a table.
 Graphics containing thin or indistinct lines.
 Poor colour contrast within the images and between foreground and
background.

Accessible charts and images

Using charts and graphical elements in a spreadsheet can cause
problems particularly for screen reader software. However, it is wrong to
assume that blind and partially sighted users aren't interested in the
information conveyed by appropriate graphics.

By considering both the location of any graphics used and the

accompanying text descriptions much can be done to improve
accessibility.

Detailed descriptions can be provided in the worksheet containing the

graphic whilst the graphic itself can contain a concise description in the
Alt text field.

How to handle graphics

 Essential graphical page elements should ideally be placed in their
own separate worksheet away from the main data area. This will
ensure that the data area remains easy to navigate from the
keyboard.
 Screen reader users can be pointed to the graphic either by using a
text signpost in a cell or by using a hyperlink.
 Any important information conveyed by the graphic should be text
described.
 Ensure that the text description concisely describes the most
important information conveyed by the graphic.
 The text description should ideally be located at the top left edge of
the worksheet containing the graphic.
 Graphics should be given a concise description in the Alt text field.
Hints
 Placing graphics in separate worksheets is good practice as it allows
you to add quite detailed descriptions at the top left edge without
cluttering or disrupting the main data areas.
 Signpost cells can contain text in attached Comments which can be
read by screen reader software.
 Try to focus on the essential information in the text description. What
the graphic or chart looks like is much less important than the
information it is intended to provide!

Adding Alt text

Alternative or Alt text is a way of adding information to images which can
be picked up and read by screen reader software.

The Alt text should be regarded as a concise description of the image as

detailed information is better placed on the worksheet itself. For
example, 'Chart shows most RNIB website hits are on Monday
mornings.' A more detailed breakdown of the actual number of hits per
day could then be given in the worksheet.

How to add Alt text

1. Right click the image and select Format Picture from the menu [Ctrl,
1].
2. Select the Web tab and type your alternative text into the Alt text box
and click OK to close the dialogue box [W, Alt A, enter text, Tab,
Enter].

Hints
 Try to keep the Alt text concise as it all gets read out by screen
reader software.
 Longer, more detailed descriptions if required can be placed on the
same worksheet as the graphic.
 There is no need to add Alt text to graphics which are purely
decorative and convey no additional meaning to the spreadsheet.
Alternative formats
In some circumstances it may be necessary to have your charts or
graphics converted to an alternate format for blind and partially sighted
users.

Some examples include:

 Image descriptions. Whilst text based image descriptions can be
included in your spreadsheet more extensive or detailed descriptions
may be required for associated video sequences, for example.
 Large print images which may need further enhancement to adjust
line thickness or colour.
 Tactile graphics. There are various processes to produce images
which can be felt rather than seen.

5. Printing
Printing your spreadsheet
If your spreadsheet is to be printed rather than shared electronically you
can apply Clear Print guidelines to help ensure accessibility. This can be
done by setting the defined Print Area if necessary to ensure a Clear
Print layout and by making sure that the worksheets are printed at 100%
of their normal (14 point Arial) size.

How to set a defined print area

1. Select the area to be printed.
2. Select Print Area, Set Print Area from the File menu [Alt F, T, S].
3. A defined Print Area can be removed from the same menu [Alt F, T,
C].

How to prepare a spreadsheet for printing

1. Select File and Page Setup [Alt F, U].
2. In the Page tab check that 100% normal size is selected [Alt A].
3. If required Landscape paper orientation can be set in this window [Alt
L].
4. Press Enter or click Ok to close the window. Note that the printable
area will now be displayed as a dotted line in the worksheet.
5. To check how the pages will be divided up select Page Break Preview
from the View menu [Alt V, P].
6. Select View, Normal to return to normal view [Alt V, N].
7. To check how individual pages will print select File, Print Preview [Alt
F, V].

Hints
 Clear Print guidelines will not normally be met if the printed worksheet
size is set below 100% to fit more information in.
 The use of coloured text, cell colouring and shading, cell borders and
patterning may affect the contrast levels of your spreadsheet when
printed out. Anything that reduces the contrast or locks in colours may
cause problems for partially sighted users.
 If your spreadsheet prints much smaller than expected check that
100% normal size is selected in Page Setup.

Keyboard Shortcuts
Ctrl A = select whole worksheet
Ctrl P = print

Basic printing
Although many blind and partially sighted users will access your
document electronically, you may still need to produce an accessible
printed version. Before printing your spreadsheet you should check how
each worksheet will look and ensure that Clear Print guidelines are
maintained.

Print preview
It is always a good idea to check how your spreadsheet will print before
committing it to paper! To do this:
1. Select Print Preview from the File menu [Alt F, V].
2. Click Close to exit the Print Preview screen [Alt C].

Basic printing defaults

1. From the File menu select Print [Ctrl P].
2. Depending on your type of printer check the following options:
 A4 paper
 Normal print setting
  Single side printing
 1 page per sheet
3. Select OK to print your document. By default all of the currently
selected worksheet will be printed or the Print Area if you have
selected one.

Hints
 These are the default print settings and should normally already be
available on your printer.
 Paper orientation (Portrait or Landscape) should be set in Page Setup
to ensure Page Break Preview and Print Preview display your
spreadsheet as it should be printed.

Keyboard shortcuts
Alt F, V = print preview
Ctrl P = print

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