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  1. Create your form and click in one of the fill in boxes.

    Military Registration form with the fill in cell for Date of Birth highlighted.

  2. Click the Data Tab, then choose Data Validation.

    Data Tab in Microsoft Excel.Data Validation Button in Microsoft Excel.

  3. In the Data Validation Box, choose Input Message. Then type in some instructions that will help the reader with the form. Click OK. Your end result should show a yellow square with your instructions inside it.

    The data validation box with the Input Message tab open. There is an input message inside saying to enter a birth date in a certain format. Only people between 18 and 30 can complete the form.Image ModifiedMilitary Registration Form with the Date of Birth fill in section highlighted. There are instructions next to it in a yellow box.

Section 6.4: How to Provide Clear Error Alerts

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Info

Now we have an error for birthdates. If someone types in a date before or after our age limit or an inaccurate date, they will be alerted. Remember, if an input field is required, the user must be alerted.

Microsoft Excel warning saying that your date of birth is outside of our age limit.Image RemovedMicrosoft Excel warning saying that your date of birth is outside of our age limit.Image Added

  1. Finally, make sure that if you have fields that are required, you need to add an alert to the reader so they know how many input fields they need to fill.

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Tip

This form tells the reader that all fields must be filled to submit the form.

A military registration form with the text All fields are required in bold text.Image Modified

Section 6.5: Form Controls and ActiveX Controls

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One exception to the rule on using buttons is that you are allowed to make simple ones that run a macro. A good example is a Clear Form button. The Clear Form button will clear your form and is accessible for users using screen readers or only keyboards. To create your Clear Form button,

  1. Go to the Developer Tab.

    The Developer Tab in Microsoft ExcelImage Modified

  2. Click Insert, and in the Form Controls section, click the Form Control button.

    The Insert button with the Form Controls section open. The Form Control button is selected.

  3. Click and drag in cell B1 to create a button at a size you want.

    A large button is in Cell B1 called Button 1

  4. The Assign Macro box will appear, click Cancel.

    The Assign Macro box with the cancel button in the bottom right corner.

  5. Now double click your button and type “Clear Form.”

    The button's name has been changed from Button 1 to Clear Form.

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  1. Go to the Developer Tab and click Visual Basic.

    The Visual Basic Button in Microsoft ExcelImage Modified

  2. In the Visual Basic box, click Insert and choose Module.

    The Insert Tab in the Visual Basic box with Module highlighted.

  3. In the text box, type in the code for your button.

    An example of code to use for making a clear form button perform the action.

    1. In the code, it says “Are you sure you want to clear the form?” This is in the code because a person can read “Clear Form” and know what it is. But a screen reader will not be able to read the Clear Form button. Just that a button is present. This question will be read by the screen reader and will alert the reader.

    2. Be sure you made changes to the code if you need it. For example, changing the range to reach your whole form.

  4. When you click the button, the question will pop up. If you answer “Yes”, the form will be cleared. If you answer “No,” nothing will happen.

  5. Right click your button and click Assign Macro in the expansion menu.

    The button expansion with the Assign Macro option highlighted.

  6. In the pop-up box, click the Clear Form Macro and click OK.

    The Assign Macro box with a Macro called Clear Form.

  7. Go back to the Developers Tab and click on the Macros button.

    The Macros button in Microsoft Excel. It looks like a grey piece of paper with a red paper to the right.

  8. In the pop-up box, click the Options button and change the short cut to Control + Shift + C.

    The Macro box to the left with the Options button in the bottom right corner. The Macro Options box is to the right with a short cut key set at Control Shift capital C.

    1. Clicking those buttons in that order will allow students who only use keyboards to use the macros and clear the sheet.

  9. To fulfill accessibility requirements, add instructions to cell A1 on how to use the Clear Form button.

    A complete form with a Clear Form button and instructions on how to fill out the form and how to clear the form and restart.

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