Spreadsheet Accessibility Features

Learning Objectives

• To explain which feature in Excel can read text aloud to users.
• To discuss how to add alternate text to floating objects in Excel spreadsheets to improve accessibility.
• To analyze the purpose of cell styles.

Course Description

In this webinar, David shows you how you can make spreadsheets accessible for users relying on assistive technology. Not surprisingly doing so actually makes spreadsheets more accessible for all users. David will show you how to make spreadsheets that are compatible with Section 508 of the United States federal law that requires all users to have equal access to government documents. You’ll learn design strategies, shortcuts, and how to use the Accessibility Checker in certain Excel versions to check for issues before sharing a workbook.

Excel expert David H. Ringstrom demonstrates every technique at least twice: first, on a PowerPoint slide with numbered steps, and second, in the subscription-based Microsoft 365 (formerly Office 365) version of Excel. David draws your attention to any differences in the older versions of Excel (2021, 2019, 2016, and earlier) during the presentation as well as in his detailed handouts. David also provides an Excel workbook that includes most of the examples he uses during the webcast.

Microsoft 365 is a subscription-based product that provides new feature updates as often as monthly. Conversely, the perpetual licensed versions of Excel have feature sets that don’t change. Perpetual licensed versions have year numbers, such as Excel 2021, Excel 2019, and so on.

Major topics covered in this CPE course on Excel: 

• Adding descriptive text to hyperlinks so that the user can determine the purpose or destination through context.
• Assigning descriptive file names when saving documents in the. XLSX file format for compatibility with screen readers and accessible testing software.
• Assigning meaningful sheet names so that users have a sense of what data is being presented.
• Avoid storing vital info in headers and footers, such as Confidential or Do Not Distribute because it falls outside of the reading order and doesn’t appear on the worksheet.
• Checking that color contrast is sufficient to ensure accessibility for all.
• Complying with the United States federal law known as Section 508 which governs equal access to government information for people with and without disabilities.
• Creating a logical reading order for spreadsheets so that they can be navigated cell by cell with arrow keys.
• Creating title and heading levels with cell styles.
• Disabling the start-up screen in Microsoft 365 so that you can get to a blank spreadsheet faster.
• Double-check manual inputs easily by having Excel read numbers aloud to you.
• Eliminating pictures of data in spreadsheets because the information is inaccessible via assistive technology.
• Enabling users utilizing assistive technology to safely disregard stylistic elements of a spreadsheet by marking them as decorative.

Overview

• Determining color constrasts

  5 mins
• Creating and Applying cell styles

  15 mins
• Accessibility reminder add-in

  35 mins
• Inaccessible formulas and worksheets

  46 mins
• Merged cells create inaccessibility

  69 mins
• Text to speech command

  85 mins
• Recommended charts

  98 mins