MS Excel Chapter 6: Forms

1 Instructions
2 Related articles

Instructions

Section 6.1: Form Title and Placement

All forms should have a clear and meaningful title in Cell A1.

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.

Example of an accessible form with a title and instructions on filling out the form.

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.

A spreadsheet with two forms on one sheet.

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.

A spreadsheet with one form on each sheet.

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

An inaccessible table for a restaurant complaint form in a complex format.

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.

A Restaurant Complaint form in a simple format with no extra header cells

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

A Restaurant Complaint form with instructions in Cell A1

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

A Restaurant Complaint form with input fields next to their labels cells.

Rule 4: Input Cells should be Shaded to make them more Visually Discernible using a Color other than Yellow

A Restaurant Complaint form with the input cells colored red, blue, and green.

Rule 5: Do Not Leave Any Cells Blank

A form with no blank cells. Every cell in the form has text inside.

Rule 6: Consider Adding Contact Information to the Form

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.

To use Data Validation,

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

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.

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

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.

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.

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

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.

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.

A form with a dropdown menu for Marital Status. Single is selected from the menu.

This dropdown menu is a more accessible approach that is much easier to use.

Form for Marital Status has a number of choices. (Single, Married, Divorced, or Widowed)

Another option is to type out the options then have the readers type in their answers.

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.

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.