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\uD83D\uDCD8 InstructionsInstructions
Section 6.1:
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Forms should be simple and clear and include a title, overview, and instructions. Please follow these rules when creating forms,
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Form Title and Placement
All forms should have a clear and meaningful title in Cell A1.
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This form has a title. Now the student will have an easier time figuring out what the form is about. |
Rule 2: Only have one form on each worksheetAnother 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
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1: Use
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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
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This form is inaccessible. The black line divides the fill in section from the categories. A reader with low vision or uses a screen reader, may fill in information where the black line is. Only use color for defining a section. |
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The colors are used only where their section is. This provides a more organized look to the form. |
Rule 5: Always include instructions on navigating and completing the form in Cell A1.
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Rule 6: Every form input field needs to have a label or instructions visible on the screen. A good way to do this is by making sure that every input cell is next to their label. In our example below, the Manager cell is located next to its input cell.
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Rule 7: Do not leave any cells blank. Make it so that every single cell has to be filled out.
Rule 8: Input cells should be shaded to make them more visually discernable, using a color other than yellow. It is helpful to subtly shade the background of the input cells, to help them stand out from the rest. Be sure to keep in mind sufficient color contrast between shading color and text color. It is strongly recommended to avoid using any shade of yellow to shade input cells. This is because the box containing an input message for a cell is yellow, which would create color contrast issues.
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2: You Should Include Instructions on How to Navigate and Complete the Form
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Rule 3: Every Form Input Field must have a Label or Instructions Visible on the Screen. Input Cells Must Also be Next to the Cell Containing the Question or Description
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Rule 4: Input Cells should be Shaded to make them more Visually Discernible using a Color other than Yellow
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Rule 5: Do Not Leave Any Cells Blank
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Rule 6: Consider Adding Contact Information to the Form
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Section 6.3: Data Validation
Think of Data Validation as a way to assist people to filling out the form correctly. They act like post it notes or hints with little instructions. When using Data Validation, be sure to give a clear message and provide all relevant information.
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Create your form and click in one of the fill in boxes.
Click the Data Tab, then choose Data Validation.
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.
Section 6.
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4: How to Provide Clear Error Alerts
Error Alerts are a great way to give people some guidance on whether they have filled out the form properly or not. To create an error alert,
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. |
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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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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.
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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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Another option is to type out the options then have the readers type in their answers. |
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Another good thing to add in forms is a “Clear Form” Button. These buttons will clear the form instantly with one click. |
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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
Forms should always be locked and protected. This is done to protect users from changing information by mistake. To lock and protect your form,
Highlight the input cells, right click, and select Format Cells.
In the dialog box, click the Protection Tab and un-check the Locked Option. Click OK.
Go to the Review Tab of the ribbon. Select Protect Sheet.
In the Protection Sheet Dialog Box, make sure “Select Locked Cells” and “Select Unlocked Cells” are checked. Everything else can be unchecked. Click OK.
Optional: You can create a password.
Now with your spreadsheet saved, a user will only be able to make changes to the input fields. If they tried to make changes, an alert message will appear.
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