When you think about web accessibility, your mind probably jumps to websites, PDFs, or even Word documents. But there’s an essential tool that almost all of us use daily that rarely gets the inclusive treatment it deserves: Microsoft Excel.

Most of us have a comfortable, personalized routine when building spreadsheets. But have you ever paused to think about how your file behaves for someone using assistive technology, like a screen reader?

In our latest video, Unlock Excel's Power for Everyone, I break down how to level up your spreadsheet skills. Creating an inclusive document isn't as intimidating as it sounds! By focusing on five foundational areas, you can ensure your data is usable by everyone.

Clean Structure and Meaningful Semantics

The way you organize your workbook determines how easily a user can navigate it. Assistive technologies rely on clear signals to make sense of the layout.

Ditch the Default Names: Stop leaving your tabs as Sheet1, Sheet2, and Sheet3. Rename each tab to describe exactly what data lives inside.

• Build an Index Page: For larger workbooks, create an index sheet at the very beginning. You can insert hyperlinks directly to specific sheets within the dialogue box, making navigation seamless

• Respect the "Flow": We naturally read from left to right, top to bottom. Assistive technology does the same. Keep your content structured along this natural path, starting with a clear description of the sheet in Cell A1.

• Purge Blank Space: Delete any entirely blank rows, columns, or unused sheets. Empty areas can cause screen readers to halt or misinterpret the end of the data. 

The Excel Twist on Alt Text

You might already be familiar with adding alternative (alt) text to images in Word or on social media. In Excel, it works a little differently.

Because not all assistive technologies interact with Excel’s built-in alt text pane perfectly, a clever workaround is to write a short description directly in the cell adjacent to the visual item. Whether it’s a corporate logo, a diagram, or a complex chart, adding a brief text description nearby gives users context and the choice to read or skip past it

Designing Inclusive Charts and Graphs

Charts are fantastic for visualizing data, but they present major barriers to users with visual impairments or color blindness.

• Label Everything: Don't skimp on the details. Explicitly label your chart titles, axis titles, data labels, and legends.

• Don't Rely Solely on Color: If you have a bar chart distinguishing data by red, blue, and green, add distinct patterns or textures to the bars. A quick way to test this is to view your chart in black and white—if you can still tell the bars apart, you’re on the right track.

Building Bulletproof Data Tables

Tables shouldn't be used just to make your layout look pretty; they need to function strictly as data containers.

• Name Your Tables: Use the input box in the top menu to give your table a unique name (use CamelCase if you need to string words together, as spaces aren't allowed).

• Always Use Table Headers: If you don't check the box designating row or column headers, a screen reader won't know how to associate data cells with their proper categories.

• The Golden Rule: No Merged Cells! Merging or splitting cells breaks the grid structure that screen readers use to announce coordinates (e.g., "Row 3, Column B") If your data is getting too complex, break it down into multiple, simpler tables instead.

Harnessing the Built-In Accessibility Checker

You don't have to guess whether you got it right. Microsoft 365 features a robust, built-in Accessibility Checker that has become incredibly sophisticated over the years.

To use it, head to the Review menu and select Accessibility Checker. A pane will pop up on the right side of your screen showing real-time errors and warnings. 

Pro Tip: You can leave the checker running in the background while you build your spreadsheet so you can fix errors as you go. Just remember, automated checkers won't catch everything (like subjective color contrast issues), so a final human review is always necessary.