Creating Accessible Excel Workbooks

Accessible Excel files help users understand data, navigate efficiently, and make informed decisions. Excel works best when the content is data, calculations, sorting, filtering, tracking, or analysis. Consider Microsoft Word, PowerPoint, a webpage, or PDF when the content is mostly narrative, instructional, visual, or designed for reading. Do not use Excel as a flyer, poster, newsletter, or visual handout.

Accessibility Best Practices in Excel

The following sections will explain best practices to utilize when creating or updating Excel workbooks to ensure the resource is accessible to all users. 

Organize the Workbook

  • Use a clear, descriptive file name. Example: Fall_2026_Enrollment_Report.xlsx
  • Rename worksheets so users know what each tab contains.
    • Use descriptive names such as: Instructions, Student Roster, Budget Summary
    • Avoid naming conventions similar to: Sheet1, Sheet2, Copy of Sheet1
  • Put worksheets in a logical order. Example: Instructions first, then data entry sheets, then summary sheets
  • Delete unused or blank worksheets.
  • Add an Instructions sheet when the workbook has multiple tabs, forms, formulas, or has required user input.

Screenshot of a spreadsheet workbook demonstrating best practices for organizing with three labeled sheets: Instructions, Student Roster, and Attendance Summary. Key elements include a highlighted instructions box with purpose and usage tips, callouts emphasizing meaningful worksheet names, logical sheet order, and starting with an instructions sheet, alongside a sidebar explaining benefits like aiding screen readers and efficient navigation.

Add an Instructions Sheet

An instructions sheet is especially helpful if you have a complicated workbook. It tells users exactly what they need to do and helps ensure the whole workbook is organized.

When creating an instructions sheet include:

  • The purpose of the workbook. Example: This workbook tracks department budget requests.
  • Where users should start.
  • How to complete or review the workbook. Example: Enter information only in the white cells. Required fields are marked with an asterisk.
  • Definitions for acronyms, codes, or abbreviations.
  • A guide to each worksheet.
  • Contact information for help.

Screenshot of a workbook instructions sheet explaining purpose, usage, definitions, and contact information for a budget tracking workbook. The sheet uses color-coded callouts and numbered steps to highlight key sections, including purpose, how to use, sheet guide, definitions, and contact info, with a tip to place the instructions sheet first for user clarity.

Structure Tables Correctly

  • Use real Excel tables when possible: Insert > Table.
  • Make sure each table has one clear header row.
  • Use short, descriptive column headers.
  • Include units in the header when needed. Example: Budget Amount ($) or Completion Rate (%)
  • Avoid blank rows or blank columns inside the table.
  • Avoid split tables unless they are clearly separate data sets.
  • Do not use spaces, color, or formatting alone to show structure.

A side-by-side comparison diagram showing best practices for table structure, with an "Avoid" example on the left and a "Use" example on the right. The "Use" table features clear headers, no merged cells, no blank rows or columns, and consistent formatting, emphasizing improved accessibility and usability for screen readers, sorting, and filtering.

Avoid Merged Cells

Do not merge cells for layout. Use formatting instead. Merging cells can disrupt keyboard navigation, sorting and filtering, and screen reader interpretation.

Within Microsoft Excel, follow these steps to center text across a selection which will give you the same visual effect of merged cells without actually merging:

  1. Select the cells you want to center across.
  2. Right click and choose Format Cells from the dropdown list.
  3. In the Format Cells dialog box, choose the Alignment tab.
  4. Under Text Alignment- Horizontal, choose Center Across Selection from the dropdown list.
  5. Click Ok.

Use Color Accessibly

  • Do not use color alone to communicate meaning.
    • Avoid: Red cells mean overdue; green cells mean complete.
    • Instead use: Text labels such as Overdue, Complete, Pending, or Needs Review
  • Make sure text has strong contrast against the background. Use the Colour Contrast Analyser to check if needed. Ask IT to download it to your computer.
  • Avoid light gray text, pale colors, or busy backgrounds.
  • Use patterns, labels, symbols, or text in addition to color when needed.

A side-by-side comparison table shows two approaches to indicating assignment status for five students, with columns for Student ID, Name, Assignment 1, Assignment 2, and Final Project. The left table uses only red and green color blocks to mark overdue and complete tasks, while the right table adds clear text labels and icons for "Overdue" and "Complete," emphasizing better accessibility through strong contrast and text communication.

Check Hidden Content and Protection

  • Do not hide essential information in hidden rows, columns, or sheets.
  • If rows, columns, or sheets are hidden, make sure users are told why.
  • Use password protection carefully.
  • Make sure protected sheets still allow users to complete required actions.

Other Excel Accessibility Best Practices

  • Make links meaningful by using descriptive link text.
  • Add alt-text to meaningful images, charts, icons, logos, and graphics.
  • Mark decorative images as decorative when they do not add meaning.
  • Create accessible charts with a clear title, labeled axes, and use legends or data labels when helpful.
  • Add alt-text to charts that explains the main trend or message.
  • Always run the Microsoft Excel accessibility checker before sharing. The accessibility checker is helpful, but it does not catch everything. Manual review is still needed.
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