Accessibility in Excel

Excel is widely used at UC for organizing data, tracking information, running calculations, and creating charts and tables. This page links to Microsoft’s own accessibility instructions for Excel and highlights key checks to use whenever you create or revise workbooks that will be shared with others.

Microsoft Step-by-Step Support

Because Excel is updated frequently, the step‑by‑step “how‑to” instructions live in Microsoft’s own documentation. Use those as your main reference, and rely on the UC tips on this page to support common use cases and questions you are likely to encounter.

Excel Accessibility

Tips For Using Excel at UC

These tips reflect how Excel is commonly used at UC and where people most often need to build in accessibility or have questions:

  • If a workbook will be shared with students, colleagues, or the public, plan for accessibility from the start rather than trying to retrofit it after building complex sheets.
  • Keep the structure of each worksheet as simple and consistent as possible—avoid unnecessary complexity in layout, merged cells, or nested tables.
  • When creating charts or graphs, include clear labels and text descriptions that explain the key takeaway, not just the raw data.
  • Use the Accessibility Checker in Excel as a routine part of your editing process, not just a one‑time step. It identifies accessibility errors, warnings, and tips, and gives instructions to fix the issues.
  • Consider whether some information is better presented as a Word document or PDF if users primarily need to read results rather than manipulate data.

Applying this to Your Content

What you need to focus on in Excel depends on how you are using the workbook. Use your existing checks and then deepen your work with the Core Concepts that match your content.

For workbooks that primarily present structured data in tables or lists (for example, schedules, rosters, budgets, logs), focus on:

  • Titles & Headings – to make sheet names and key labels clear and descriptive.
  • Navigation & Order – to keep data in a logical reading order and make it easy to move through rows and columns.
  • Copy Formatting – to keep fonts, alignment, and formatting consistent so patterns are easy to see.
  • Hyperlinks – to make link text meaningful on its own if you are linking to related documents or external resources.

For workbooks that rely heavily on charts, graphs, formulas, or dashboards, focus on:

  • Alt Text – to describe charts, diagrams, and key visual elements.
  • Color Contrast – to ensure text, gridlines, and chart elements are readable.
  • Navigation & Order – to make sure users can reach important cells, labels, and summaries efficiently with keyboard and screen readers.
  • Hyperlinks – if you are linking to source data, documentation, or related reports.

For Excel files you plan to export (for example, to PDF) or post in Canvas or on the web, focus on:

  • Titles & Headings and Navigation & Order – so sheet names, headings, and data structure remain clear when viewed in different formats.
  • Alt Text and Color Contrast – because charts, icons, and highlighted cells still need to be understandable in exported or embedded views.
  • Hyperlinks – so links still make sense when the workbook is opened outside of your original context (for example, when downloaded from Canvas or a website).