With the latest access technology Microsoft Excel can be very accessible. As with other software packages though much depends on applying some of the basic concepts of accessible spreadsheet design and structure.
Worksheets
Excel supports multiple worksheets which enables a spreadsheet to be broken down into logical tables which can each be displayed on their own page. If your spreadsheet contains more than one table consider reserving the first worksheet as a hyperlinked contents and index page. The whole spreadsheet can then be navigated effectively via the keyboard by screen reader users.
Naming tables
One of the accessibility features for Excel provided by up to date screen reader software is the ability to verbalise column and row headings whilst navigating a table. This can be done by defining the name of column headings as ColumnTitle, row headings as RowTitle or just Title where both row and column headings are in use. This goes a long way towards ensuring that screen reader users know where they are within a particular spreadsheet.
Keyboard Shortcuts
As with other software in the Microsoft Office range Excel supports a full range of keyboard shortcuts designed to provide access to menu functions without having to point and click with the mouse.
Keyboard shortcuts are a useful tool for anyone to learn as they can access functions generally much quicker than by making selections with the mouse. Did you know that you can navigate to the next worksheet in Excel by pressing Control Page Down? Similarly, the previous worksheet can be selected by pressing Control Page Up.
What to avoid?
Whilst Excel is an excellent platform for producing accessible spreadsheets nevertheless there are some things which are best avoided in order to promote maximum accessibility.
Floating graphical elements
Graphics or other elements which have been set to float over cells in a table are a particular issue. Such floating elements are not currently easily accessible themselves and they can also serve to obscure important information stored in the cells beneath.
Merged cells
Visual effects such as merged cells can cause disruption to the overall structure and logical layout of a table and therefore create accessibility issues for keyboard users.
Coloured text and cells
Coloured text and cells can be a problem particularly if colour alone is being used to signify important information. Screen reader software users will not necessarily pick up the significance of colour changes unless there is an additional cue such an asterisk inserted for them. Some users also prefer to set their own colours and contrast for accessibility.
Accessible Excel
With some thought to the design and structure of your spreadsheets Excel can be extremely accessible. Indeed, the latest assistive technology lends itself to exploiting the accessibility features of Excel.
Information on other file formats is available on the pages for Word documents, Powerpoint presentations, PDF documents and ODF documents.