Creating accessible Microsoft Excel documents

It’s important to make Excel spreadsheets accessible to everyone, even if you're using them internally.

Steps to take

1. Start with an accessible template
2. Rename the sheet tabs with descriptive titles
3. Delete any unused tabs
4. Make sure your text is legible
5. Check your colour contrast
6. Add alternative text to visual content such as charts or graphs
7. Use descriptive hyperlinks
8. Create accessible tables
9. Create accessible charts
10. Review your work using Microsoft's Accessibility Checker

Start with an accessible template

To find a template go to 'File', select 'New' and type 'accessible templates' in the 'Search for online templates' box. To start using one, select 'Create' from one of the results.

Watch Microsoft’s video on starting with an accessible Excel template (external link).

 Rename the sheet tabs

Give each worksheet a clear, descriptive name. This helps everyone understand what they’ll find on each tab before opening it. Screen readers read these names aloud, and sighted users rely on them to quickly navigate a spreadsheet. Replace default names like 'Sheet 1' with meaningful titles about the content found on that tab. Finally, delete any sheets you're not using.

Make your text legible

Some text is easier for people to read. Follow these tips to improve the readability of your digital content: 

• Depending on the font you choose, use a size 12 point or larger
• Use a sans serif font like BC Sans, Arial or Calibri as they're easier to read especially on screens. Serifs are small decorative strokes on the ends of letters in some fonts (like Times New Roman). Sans serif fonts do not have these extra strokes, which makes them easier to read
• Use at least 1.5 line spacing 
• Do not write in all capital letters (all caps) unless using acronyms
• When emphasizing text:
  • Only use bold to emphasize a few words or a short sentence, do not bold an entire paragraph
  • Avoid italics, they're difficult to read
  • Only underline text if it's a hyperlink
• When using a text colour other than black, test the colour contrast by using a tool like WebAIM’s Colour Contrast Checker to make sure people can easily see and read it
• Do not rely on colour alone to convey meaning. For example, do not use only red text to indicate something is mandatory. Always include another visual cue, like an asterisk, to make the meaning clear

Check your colour contrast

Check the colour contrast in all parts of your spreadsheet, including text, cell backgrounds, charts, headings and data labels. Good contrast makes content easier for everyone to read and is essential for people with low vision or colour blindness. Measure the contrast between text and background colours using a tool like WebAIM’s Colour Contrast Checker.

If you use any text colour other than black, follow the guidance under make your text legible. 

Finally, use Microsoft's Accessibility Checker to check for areas where the contrast between text and background is too low.

Add alternative text to visual content

Alternative text (alt text) helps people who cannot see the visual content understand its context. Add alt text to visual content, such as pictures, screenshots, icons, SmartArt, PivotCharts and 3D models. If you're not sure what to write, think how you would describe the image to someone over the phone. 

To add alt text:

• Right click on the visual content
• Select ‘View Alt Text’
• Write a short description of the image (5 to 10 words)

To find all instances of missing alt-text run in your document run Microsoft's Accessibility Checker.

Mark as decorative

If your visuals are decorative, such as borders that add visual interest but are not informative, you may mark them as decorative.

To do this:

1. Right click on the visual content
2. Select ‘View Alt Text’
3. Select the Mark as decorative text box.

Watch Microsoft’s video on improving accessibility with alt text (external link).

Use descriptive hyperlinks

Hyperlink key words that describes where the link goes. For example: 

• Do not write: Click here for resources and guides on accessible digital content
• Instead write: Learn how to create accessible digital content

Add 'ScreenTips' that provide a description when your cursor hovers over a hyperlink.

How to: File > Options > General > ScreenTips Style > Show Feature Descriptions in ScreenTips > OK

Watch Microsoft’s video on creating accessible links (external link).

Create accessible tables

Identify rows and columns

Use header information to identify rows and columns. This ensures screen readers recognize the first row as headers. To do this:

1. Select your data range
2. Go to Home > Format as Table. Choose a style and check 'My table has headers'

Use a simple table structure

Excel tables work best when they're a simple rectangle with no gaps or broken areas. This means every row has the same number of columns, and the table has no blank rows, blank columns, or merged cells inside it.

Screen readers move through tables by counting cells. If a table has merged or split cells, blank columns for spacing, or another table placed inside it, the screen reader may lose count and stop reading the table correctly. To make sure your table is simple:

• Keep the content together with no empty rows or columns
• Avoid merged cells, split cells, or mini-tables inside the main table. If you need more room between sections of your worksheet, place spacing outside the table, not inside it
• Limit your use of blank cells

To check your table:

1. Click anywhere in your table
2. Go to Table Design > Resize Table and make sure the selected range forms one solid block (for example, A1:D12) with no breaks
3. Check for merged cells: go to Home > Merge & Center. If the button appears highlighted, remove the merge and reorganize the layout
4. Look for blank columns or rows inside the table
5. Run Microsoft's Accessibility Checker to make sure you haven't missed any split cells, merged cells or nested tables

Watch Microsoft’s video on creating more accessible tables (external link).

Create accessible charts

Charts and graphs can make information easier to understand, but they need to be clear and accessible to everyone.

Make sure chart labels are useful

• Use a descriptive title that explains what the chart shows
• Add axis titles so users understand what each axis represents. To add them: select the chart, select 'Chart Elements', and check 'Axis Titles'
• Check your data labels to ensure they're readable and meaningful. You can turn them on or off from 'Chart Elements' > 'Data Labels'. If a chart has many data points, labels can overlap and make it harder to read. In that case, it’s okay to leave some labels off, as long as the chart remains understandable without them.

Use accessible formatting

• Avoid using colour alone to show differences in data. Add patterns, labels, or icons if colour is needed for emphasis
• Make sure text and visual elements have good contrast so they're easy to read
• Add alt text to your chart. To do this: Right-click the chart, select 'View Alt Text', and enter a short description of the chart’s purpose. Keep it focused on the main takeaway, not every detail

Watch Microsoft’s video on creating accessible charts in Excel (external link)

Review with Microsoft's Accessibility Checker

Review your document using Microsoft’s built-in Accessibility Checker.

1. Go to 'File', select 'Info', and then select the 'Check for Issues' button
2. From the dropdown select 'Check Accessibility'
3. Review the results and make edits as needed

Resources

• Review Microsoft's guide on making your Excel spreadsheets accessible (external link)
• Use Ryerson University's Microsoft Excel Accessibility Tipsheet (PDF, 151 KB)