Spreadsheet Specific Guidelines

There are a few basic principles to keep in mind when working with spreadsheets:

• Keep file and tab names unique and concise
• Only 1 table, chart, or graph per tab
• Format cells properly

The overall file name as well as each tab name in a document should be unique and descriptive. However, please note that tab names should be limited to 20-30 characters. Assistive technologies use tab names to quickly sift through document information.

Additionally, limit tables, charts, and graphs to one per tab. Tables, and graphs must follow basic accessibility considerations and be constructed using built-in functionality and include alt-text. Click on the "Cell Formatting" section below for detailed instructions on how to format cells for accessibility.

Assistive technology navigates through a spreadsheet by counting table cells; this allows them to keep track of their location. If cells are merged, split, left blank, or if a table is nested within another table, assistive technologies "get lost" and cannot read the information. Therefore, do not merge, split, nest, or leave any cells blank.

For accessibility purposes, spreadsheets should only contain what is sometimes referred to as "simple tables." Simple tables are those with a single row of column or row headers and doesn't contain merged, nested, split, or blank cells. If you need to present information in a complex table, it must be turned into a PDF and made accessible there. For full instructions, see the PDF Accessibility Guide and review the Object Tags section.

Spreadsheets require structure in order to bring meaning to data and allow assistive technology to navigate and accurately read the information. You can set structure using Named Styles, Cell Characteristics, and Cell Addressing.

Using Named Styles helps all users understand why information is formatted in a specific way. Use Named Styles to set:

• data and model
• title and headings
• number formats

To set Named Styles in Microsoft Excel:

highlight the appropriate cell(s)

> Home

> Styles

> Cell Styles

> OK

To set Named Styles in Google Sheets:

You first need the Table Styles Add-on.

> Add-ons

> Get Add-ons

In the search bar, type in Table Styles

> Install

> Continue

type in your @alaska.edu email address

> Allow

Once installed:

> Add-ons

> Table Styles

Select the desired option (apply style to selection, create style from selection, or manage table styles)

Cell Characteristics ensure that data is represented properly. Use cell characteristics to adjust how you represent numbers and text attributes.

To set Cell Characteristics in Microsoft Excel:

Highlight desired cell(s)

> Home

> Font (or Alignment, or Number, or Format)

Cell Addressing allows you to identify different data ranges within a spreadsheet, thus making navigation easier to use and allows assistive technology users to sort through the document to identify specific information. This increases the readability of a document and allows data to be referenced in multiple locations and to be used in calculations and equations.

To set Cell Addressing in Microsoft Excel:

Highlight desired cell(s)

> Formulas

> Defined Names (in the Define Names section)

> Name

> Scope (set drop-down list)

The logical reading order for spreadsheets is left to right, top to bottom. Therefore, all worksheet information should start in cell A1. All spreadsheets must be navigable using arrow keys. To ensure proper navigation, build content using the insert functions that are built into Excel ribbons or Google Sheets menu bars.

NOTE: Assistive technology doesn't read information contained in headers or footers. Any vital information that is placed in a header or footer must be duplicated in cell A1. Examples include: "Do not Distribute" or "Confidential."

In Microsoft Excel, a watermark is considered a "floating object" and there is currently no way to make these accessible. If you use a watermark, the information in the watermark must be placed into cell A1.

Clear headings provide necessary context so that assistive technology can navigate through table contents.

To set header rows and column headings in Microsoft Excel:

Highlight table cells

> Insert

In Tables Group > Table

> My table has headers

> OK

To set header rows and column headings in Google Sheets:

Select the row you want to set as header row

> View

> Freeze

set desired parameters under the row section

OR

Select the Column you want to set as column heading

> View

> Freeze

set desired parameters under the column section