Microsoft Excel

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• ___ File name: Use dashes or underscores (e.g., Excel-Document.xlsx, Excel_Document.xlsx).
• ___ Document language: Set the primary language for the spreadsheet.
• ___ Metadata: Include author, subject and keywords.
• ___ Workbook title: Add a descriptive title (required for PDF export).
• ___ Worksheets: Use unique and descriptive names, which are read by screen readers. Remove blank sheets.
• ___ Use accessible templates: Make sure spreadsheet design, colors, contrast and fonts are accessible for all.
• ___ Instructions: For long or complex worksheets, add instructions in cell A1 for screen readers to read. Match the cell background color to visually hide the instructions if needed.

• ___ Make sure to add text to cell A1: Screen readers start reading any worksheet from cell A1.
• ___ Name cells and ranges: This lets screen reader users quickly identify their purpose.
• ___ Cell Spacing: Use whitespace in cells by adjusting column widths and row heights to ensure content is legible.
• ___ Labels: Column and row headings must be labeled.
• ___ Remove blank cells, rows or columns: Screen readers interpret them as signifying the end of content.
• ___ Reading order: Make sure reading order is logical and can be navigated with a keyboard.
• ___ Headings: Use Excel's built-in headings and labels so they are descriptive.
• ___ Links: Use meaningful link text to clearly indicate a link’s destination. Avoid generic phrases “click here” or “learn more.” Ensure links are visually distinct from surrounding text (e.g., underlined and in a different color).

• ___ Structure: Spreadsheets do not have default table structures. Use Excel’s built-in table features to identify data.
• ___ Give tables descriptive names: This makes them easier to reference.
• ___ Descriptive and concise headings: Headings are crucial and help everyone to understand the data.
• ___ Define scope for columns and rows: Explicitly link headers to their corresponding data cells for screen readers.
• ___ Ensure clear header rows: This provides context for navigation.
• ___ Avoid merged or split cells: These confuse screen readers and make navigation difficult.
• ___ Repeat header rows for multi-page tables: This maintains context across pages.
• ___ Set text wrapping to "None": This helps anchor the table structure.

• ___ Font and font size: Use a clear, simple font like Arial or Times New Roman. Choose a body text font size of 12 points or larger. Avoid using ALL CAPS, italics or underlining large text blocks. Larger fonts are easier for low-vision users.
• ___ Color: Do not rely on color alone to convey important information.
• ___ Color contrast: The text in your spreadsheet should be readable in a high contrast mode.
  • ___ Use a color contrast analyzer tool to ensure WCAG 2.1 Level AA sufficient contrast:
    • ___ For text: 4.5:1 for normal text, 3:1 for large text.
    • ___ For links: 4.5:1 contrast between the link text color and the background; 3:1 contrast between the link text color and the surrounding non-link text color.

• ___ Images: Excel doesn’t allow for anchoring or inline positioning of images. So screen readers can not read them.
• ___ Alt text: Provide clear and concise descriptive alternative text ("alt text") in cells next to meaningful images (125 characters or less). Alt text helps people who can't see the screen to understand what's important in visual content like pictures, SmartArt graphics, shapes, groups, charts, pivot charts, etc.
• ___ Charts and graphs: Use clear and descriptive language for chart title, axis titles and data labels.
• ___ Math and equations: Provide text descriptions if math and equations are not accessible.

When a sheet has populated columns and/or rows that extend beyond the visible area, a user must scroll with the keyboard or mouse to see all of the sheet's contents. Freeze tools make the spreadsheet content easier to view.

• ___ Freeze top row: When a user scrolls down, column headers remain visible. Rows appear to slide under them.
• ___ Freeze first column: Row headers remain visible as a user scrolls right.
• ___ Freeze panes: When a user scrolls vertically or horizontally, the two columns and rows of interest remain static.

• ___ Accessibility Checker: (Review > Check Accessibility) Use to identify and fix accessibility issues. Runs automatically in the background. If it detects accessibility issues, a reminder appears in the status bar.
• ___ Manual testing: After using this checklist to update the Microsoft Excel file, I have done manual testing for keyboard navigation, and with a screen reader (if I have been trained to use NVDA for PC, or VoiceOver for Mac).
• ___ YuJa Panorama: Once the file has been uploaded to a D2L course, faculty can also work within Panorama to remediate the file for accessibility or create an alternative version in another format.