Accessibility Checklist for Excel

Creating accessible Excel workbooks ensures everyone can read and use your data, including people using screen readers or keyboard-only navigation. Use the fast review for quick fixes, the full checklist for best practices, and the cheat sheets for step-by-step help.

✅ Fast Review

Quick fixes to make any workbook more accessible.

Set document title, author, and language (File > Info > Properties).
Name each worksheet with a unique, descriptive tab name.
Start each sheet at A1 with a short title or description.
Use Cell Styles for headings; avoid manually styled “fake” headings.
Format data as a real Table (Home > Format as Table) with a header row.
Avoid merged cells, blank spacer rows/columns, and layout-only tables.
Add alt text to images and charts; provide longer descriptions nearby if needed.
Ensure sufficient color contrast; don’t rely on color alone.
Write descriptive link text (not “Click here”).
Run the Accessibility Checker (Review > Check Accessibility).

📖 Full Checklist

🧩 View the full best practices list.

Workbook Setup

Set title, language, and metadata (author, subject, keywords).
Name each worksheet clearly (e.g., “Enrollment 2025,” “Budget Summary”).
Place a brief sheet purpose in A1; screen readers begin at A1.

Structure & Formatting

Use the Cell Styles gallery for headings and emphasis.
Choose readable fonts (Calibri, Arial, Verdana, Helvetica) at 12 pt+.
Avoid decorative fonts and excessive ALL CAPS.
Keep layout simple: no merged cells, blank spacer rows, or overly complex nesting.
Use consistent number/date formats; include units in headers or labels.

Data Tables

Build data regions as true Tables (Home > Format as Table).
Set a Header Row (and first column header if helpful for orientation).
Avoid merged/split cells inside tables; keep structure rectangular.
Provide a short table description above or in A1 of that sheet.

Images, Charts, and Color

Add concise alt text to images and charts; mark decorative images as decorative.
Include nearby long descriptions for complex charts/infographics.
Ensure color contrast (≥ 4.5:1 for normal text; ≥ 3:1 for large text).
Don’t rely on color alone—add labels, patterns, or symbols on charts.

Headers/Footers & Media

Keep critical info in the sheet body (not only in headers/footers).
Provide captions for embedded video and transcripts for audio (if used).

Testing & Sharing

Run the Accessibility Checker and address flagged issues.
Share the original workbook when possible (avoid “Print to PDF”).

⚡ Quick Verification

Easy tools to double-check your Excel files.

Run the Accessibility Checker and address flagged issues.
Confirm sheet names and A1 cell content are descriptive.
Tab through cells to check logical navigation and focus order.
Verify images and charts have alt text or are marked decorative.
Confirm color contrast in text, charts, and conditional formatting.
Check links are descriptive and meaningful.
Review that tables are real (not images) and have header rows.

📎 Cheatsheet Downloads...Coming Soon!

Step-by-step instructions with visuals and keyboard shortcuts.

Excel Accessibility Cheat Sheet – Windows (PDF)
Excel Accessibility Cheat Sheet – Mac (PDF)