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All forms should have a clear and meaningful title in Cell A1.
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This form does not have a title. Students who use screen readers may struggle knowing what the content in the form is about. They may not know the worksheet is a form at all. Always include a title to give them a prompt or queue to know what they are supposed to see.  |
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This form has a title. Now the student will have an easier time figuring out what the form is about.  |
Another thing to keep in mind is that all forms should be placed on separate spreadsheets.
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This worksheet has two forms. The key to accessibility is to make this content easy to navigate and understand. The two forms make it very difficult to get around. Screen readers will also not recognize two forms next to each other, so it is best to leave them on separate pages.  |
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This worksheet has only one form per page.  |
Section 6.2: Form Design
When designing a form, you need to keep the following rules in mind.
Rule 1: Use Simple Designs for Forms that are not Overly Complicated
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This form is made in a very complex format. This format and many others like it would confuse readers. Screen readers would also have a hard time conveying the information because three columns split into six. People with low vision would struggle to understand the categories and the different data in each one.  |
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This form is made in a much simpler format and contains the same information.  |
Rule 2: You Should Include Instructions on How to Navigate and Complete the Form
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Choose a category you want an alert to appear for.
Go to the Data Tab, then click the Data Validation Button.
In the Data Validation Settings Tab, change them to suit your needs. In Error Alert, type in a clear message on what has to be changed in the file in order to continue with the page.
If the wrong information is typed into the box, your warning should appear.
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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.  |
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.
| Warning |
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This form does not have any hints or indications that all the fields need to be completed. Readers may get confused if they have to fill the whole form or not. |
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This form tells the reader that all fields must be filled to submit the form.  |
Section 6.5: Form Controls and ActiveX Controls
While form controls like buttons, and check boxes are really cool to use, the are not ideal for accessibility. Most controls require users who can only use keyboard to go through a huge number of steps. Sometimes it can take a very long time for a person to check even one box. This must be changed. Instead of making check boxes and buttons, try creating a more accessible way for information to be submitted. One example is a dropdown menu. Another is to have the user type the information after being given a few choices.
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| Warning |
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This form has a bunch of check boxes to choose from. While this my look simple, it is actually very hard for people with disabilities to use them. It is especially hard for people who can only use keyboards as there are many steps needed to check the box.  |
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This dropdown menu is a more accessible approach that is much easier to use.  |
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Another option is to type out the options then have the readers type in their answers.  |
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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.  |
Section 6.6: Locking and Protecting
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