MS Excel Chapter 7: Links
- Daniel LaGrow
Instructions
Section 7.1: Links in General
When making links in Excel, you need to follow several different rules to make them accessible.
The first rule is that all links must stand out from surrounding text. We want users to be able to tell that your text is a link. By default, the link text in Excel changes from black to blue and underlined. You should stick to this style because blue is visible to many people, including some who are color blind. The underline is also helpful as a second queue.
This link blends into the text around it. A person using a screen reader or someone with low vision may have a hard time finding the link.
This link is colored blue and stands out from the normal text. Now readers will have an easier time finding the links.
The second rule is if you only change the color to make the link stand out, the color contrast between the link text and the normal text should have a high color contrast ratio. A ratio of 4.5:1 or higher is best.
This link has a very low contrast ratio, so it is very hard to see.
This link has a much higher color contrast ratio. It is easy to see and does not blend in with the background. An underline is also included as a second cue to make the link stand out more.
The third rule is that all links need to have meaningful text. Avoid using words like “Click here” and “Link to.”
Saying Click Here is very vague. If a student using a screen reader were to hear this, they would struggle to find the link or where to click.
This link clearly tells the reader where they will go if they click the link. It is also easy to see and read.
Section 7.2: Website Links
When making website links in Excel, you need to follow two rules to make them accessible.
The first rule is that all links must lead to its intended website. Be sure the links do not have any spelling errors or the wrong address.
This weblink is misspelled. When a person clicks on a weblink that is spelled wrong, it could be taken to the wrong website.
This weblink is spelled correctly. When a person clicks on this link, they will be taken to the website.
The second rule is that a complete URL text can be displayed along with a meaningful text link. This rule is important because in some cases, we want to provide the URL and meaningful link so that if a user wants to copy and paste the link in a web browser, they have the ability to do so. Make sure that if you do use a URL, that there are no changes made to it.
The URLs are incomplete and missing the https:// part of the URL.
The URLs are complete.
Section 7.3: Links within the Same Excel Workbook
If want your links to go from one spreadsheet to another, you need to make sure that they point to the right cell reference. By default, the cell reference is set to Cell A1. You may want to change that if you want a reader to start at a certain point in a spreadsheet.
In our example, the intention was to link to cell A2 of the January Sales sheet. However, the link is set to cell A1. When you insert a link to a place within the same workbook, cell A1 of the current active sheet is linked by default in the pop-up menu, and you must change it to the correct place you'd like linked, along with changing the "text to display" as needed to display a meaningful phrase or word.
In this example, we have changed the cell reference to cell A2 of the January Sales sheet. Now when you click on the link, you will be taken to that specific cell.
Section 7.4: Links to Files
When Inserting a Link to another File, the Workbook and the Linked File must be on a Shared Network Dive or a Similar Location. Using links between files is accessible since screen readers will automatically read the text and announce that there is a link. However, you do need to be careful when using this method because users would need to access both files. If both files are saved in a shared network drive or a similar location, the link will not break.
In this example, the link between the Excel and Word file is broken and a warning is shown.
In this example, the link works and the Word file is open.
Section 7.5: E-mail Address Links
Email address links should have the full name of the person and not have spelling errors.
Just having contact as a name will not tell a reader anything about who they are trying to contact.
A full name has been used. Now students will know who they are contacting with the link.