MS Excel Chapter 2: Spreadsheet Structure

How do I create an accessible structure in Microsoft Excel?

\uD83D\uDCD8 Instructions

Section 2.1: Data Flow

Open a blank sheet in Excel
When creating text for a table, always try to make it easily readable and have good flow. Have the text go left to right and up and down. Each table has sections to keep in account, the title, headings, and data. The title of the table must always be at the top. Underneath the title is where the headings would go. They describe what the data will represent. The data itself will go inside the table in a cell next to or under the headings.

A table for college attendance by year and grade level.

Section 2.2: Naming Worksheets

When naming your work sheet, you want to seriously consider the content of the worksheet. Never give it a random, meaningless name, or leave it blank. No one will know or understand what the worksheet is really for until they open it. Come up with a clear and concise name for each worksheet that makes sense.

To rename your worksheet, go down to the sheet tabs at the bottom of the screen.
Double click them, and give them a new name.

Worksheet names with the third sheet named Sheet 3.

Sheet 3 does not tell readers anything about what could be in the sheet. Many readers would skip the sheet and not get any possible information.

Worksheet names with the third worksheet named Data Table 3

These worksheet names tell readers nothing about what the tables could be about.

The worksheets names have been changed to Expenses, Income, and Totals.

While these have short names, Expenses, Income, and Totals explain the purpose of each sheet.

Section 2.3: Deleting Worksheets

Right click your worksheet tab at the bottom of the screen.
In the pop-up menu click Delete. The spreadsheet is gone.

Section 2.4: Removing and Marking Blanks

When creating a spreadsheet, it is best to avoid blank rows, columns, and cells. Screen readers may think a blank cell is the end of the table or spreadsheets and skip important information. A good way to avoid this is to include information in all necessary cells and to leave a single blank row between tables. A good way to clear unneeded rows and columns is to delete them.

Create two tables
Click the numbers of the rows you want to delete.
Right click, select delete rows or columns. Now you have a much more organized spreadsheet.

For tables that have blanks in them, just type in simple words or abbreviations. Examples of these include, N/A, or “No Data.”

Table of the Countries of the World and their exports. There are blank cells for the main exports of Japan, Germany, and Netherlands

This table leaves the main exports of Japan, Germany, and the Netherlands completely blank. If a screen reader were to read this, it would completely skip the blank cells and confuse the reader.

Table of the Countries of the World and their exports. The main exports that were blank now have the words no data.

This table shows the main exports of Japan, Germany, and the Netherlands have no data. If an item is unknown, N/A, or there is no data, just say so. The screen reader will read no data and the reader can move on to the next section with ease.

Section 2.5: Creating an Excel Index Sheet

Create a blank spreadsheet in Excel.
Add a few more spread sheets by clicking the plus symbol at the bottom of the screen. Name the first sheet “Index”, then give appropriate names to the rest of the spreadsheets.
In the Index Spreadsheet, type in the names of your spreadsheets. One name per cell.
Right click your first spreadsheet name. In the dropdown menu, click Link. In the Insert Hyperlink box, click “Place in This Document”. Click the name of the spreadsheet you want the link to connect to. It is possible that your Text to Display may have a syntax code in it. Delete it and type in a name that suits your spreadsheet. Click OK.
Your link is made. Click on it and you will be taken to the spreadsheet it is linked to.

Index worksheet with January as a blue underlined link.

Section 2.6: Headers and Footers

When creating a header and footer, they must not have any important information. All important information for the readers must be inside the spreadsheet itself. The best place for important warning on a spreadsheet is in cell A1.

A worksheet with a header saying the worksheet is a draft.

This header includes very important information. Screen readers might not read this to a student which would cause a lot of confusion when the spreadsheet is changed.

Spreadsheet with a draft warning in Cell A1.

This header does not have anything important inside it. All of the important information is placed in Cell A1. The text will be the first thing the screen reader reads and the reader will be aware the warning.

Section 2.7: Where should my Chart, Graphs, or Tables go when they are done?

Cell A1 should not be blank. Always place text descriptions into Cell A1, then place the chart next to the description.

A pie chart of the most popular sports with a long description in cell A1.

Section 2.8: Hidden Rows and Columns

Hidden rows and columns should not be used. Many users struggle to unhide rows and columns. The best way to help all people unhide rows and columns is to use an alert. You can do this by adding a comment to the excel file with instructions.

Test score table with five different students. There are multiple columns hidden and no warning.

This table has multiple columns hidden, but there are no instructions telling the reader how to make them visible. This will confuse readers who would want to know why they are hidden and want to know about the data.

Test score table with five different students. There are hidden rows with instructions on how to open them.

This table has multiple columns hidden. However, a comment is shown giving instructions on how to access the missing data.