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When designing a form, you need to keep the following rules in mind. The first rule is that you need to use simple designs for forms
Rule 1: Use Simple Designs for Forms that are not
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Overly Complicated
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| Warning |
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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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| Tip |
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This form is made in a much simpler format and contains the same information. |
Rule 2: You
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Should Include Instructions on How to Navigate and Complete the Form
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Rule 3: Every
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Form Input Field must have a
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Label or
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Instructions Visible on the
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Screen. Input
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Cells Must Also be Next to the
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Cell Containing the
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Question or
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Description
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Rule 4: Input
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Cells should be
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Shaded to make them more
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Visually Discernible using a
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Color other than
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Yellow
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Rule 5: Do
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Not Leave Any Cells Blank
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Rule 6: Consider
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Adding Contact Information to the
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Form
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Section 6.3: Data Validation
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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 6.4: How to Provide Clear Error Alerts
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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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| Info |
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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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| Tip |
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Another option is to type out the options then have the readers type in their answers. |
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| Info |
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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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| Tip |
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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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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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