Making Your Excel 365 Workbook Accessible

College of Health

Making Your Excel 365 Workbook Accessible

When you share an Excel workbook, some readers may use a screen reader, keyboard navigation, or other assistive technology. Under the ADA Title II rule taking effect in late April 2026, Oregon State University must ensure shared digital content meets WCAG 2.1 Level AA standards. This includes Excel files you share with students or post publicly.

Step 1: Run the Built-In Accessibility Checker

Excel 365 includes a built-in tool that checks for common problems. Here is how to run it:

  1. Open your workbook in Excel 365.
  2. Select the Review tab in the ribbon.
  3. Select Check Accessibility. You can also go to File > Info > Check for Issues > Check Accessibility.
  4. Review the results in the Accessibility pane on the right side of the screen.

The checker will list Errors, Warnings, and Tips. Fix Errors first — they are the most urgent.

What the Checker Looks For

The built-in checker is a helpful starting point. It will flag issues such as:

  • Missing alt text on images and charts
  • Data ranges that are not marked up as formal Excel tables
  • Sheet tab names left at the default (Sheet1, Sheet2, etc.)
  • Merged or split cells
  • Objects that are not anchored or have an unclear reading order
  • Blank cells used as spacers in header rows

What the Checker Misses: Common Gotchas

The built-in checker does not catch everything. Check these issues manually:

Issue Why It Matters and What to Do
Low color contrast The checker does not measure text contrast ratios. Use a tool like WebAIM Contrast Checker to confirm text meets the 4.5:1 ratio for normal text and 3:1 for large text.
Color as the only signal If your spreadsheet uses color alone to convey meaning — for example, red cells to indicate overdue items — readers who are colorblind will miss that information. Always add a text label or symbol as well.
Hyperlinks that show only a URL Links that display only a URL are not descriptive. Screen readers read the full URL aloud. Change the display text to describe the destination — for example, "OSU College of Health website" instead of https://health.oregonstate.edu.
Charts without a data table Alt text describes a chart in general terms but does not replace the underlying data. Add a data table below or beside each chart so readers can access the actual values.
Freeze panes and reading order Frozen rows and columns can confuse screen readers if the table is not properly structured. Always define a formal Excel table with a header row using Ctrl+T.
Workbook language not set Screen readers use the document language setting to choose the correct pronunciation. Go to File > Options > Language and confirm the editing language matches your document's language.
Hidden rows or columns with data Screen readers may still read hidden content, which can confuse users. Delete hidden content you no longer need, or move it to a clearly named separate sheet.
Keyboard navigation on protected sheets If you protect a sheet, make sure users can still navigate all cells using only a keyboard. Test by pressing Tab to move through the sheet.

Tips for Building Accessible Excel Files

Use Formal Excel Tables for Your Data

Select your data and press Ctrl+T to convert it into a formal Excel table. This gives each column a header that screen readers can identify and separates your data from other content on the sheet.

Name Every Sheet Tab

Right-click each sheet tab and select Rename. Use a short, clear name such as "Summary" or "Fall 2025 Enrollment." Do not leave tabs named Sheet1, Sheet2, or Sheet3.

Add Alt Text to Every Image and Chart

Right-click the image or chart and select Edit Alt Text. Write one or two sentences describing what the image or chart shows. If the image is purely decorative, check the box labeled Mark as decorative.

Avoid Merged Cells

Merged cells break the logical reading order and confuse screen readers. For visual centering instead, select the cells, right-click, choose Format Cells, go to the Alignment tab, and select Center Across Selection from the Horizontal drop-down.

Use Descriptive Hyperlink Text

Right-click a link and select Edit Hyperlink. Replace the URL in the Text to display field with a clear description of the destination.

Do Not Use Empty Rows or Columns as Spacers

Screen readers announce empty cells, which creates a confusing experience. Use cell padding and row height to add visual space instead.

Resources

Resource What It Helps With
Microsoft: Make Excel Documents Accessible Official Microsoft guide to accessibility features in Excel 365, including step-by-step instructions.
WebAIM Contrast Checker Free online tool to check whether your text colors meet the 4.5:1 contrast ratio required by WCAG 2.1 AA.
TPGi Colour Contrast Analyser Free desktop application that lets you sample colors from anywhere on your screen — useful for checking Excel charts and cell colors.
WCAG 2.1 Quick Reference (W3C) The full WCAG 2.1 standard with filters to narrow down to Level AA requirements.
Microsoft: Video — Improve Accessibility in Excel Short Microsoft training video covering the most common Excel accessibility fixes.