Web Accessibility Standards for Spreadsheets
Intent
Articulate the standards and techniques for producing accessibility-compliant documents of this
type.
Who uses this document
Web Editors
Web Accessibility Standards for Spreadsheets
The minimum standard is WCAG 2.0 Level AA, plus the recommended practices for creating
spreadsheets.
When to use this format online
Do not use this format online unless it is:

Not possible to present the information as a web page

A template for downloading

A draft document for others to review or edit and there is no shared folder available on a
network drive. Restrict access to those who need to review or edit the document

Course material – but note that using non-HTML formats online may create accessibility
problems for some students. You may need to provide an accessible alternative.
How to prepare files in this format
Use Microsoft Office 2010 to create and check spreadsheets. This version includes an
Accessibility Checker tool.
General

Do not convert spreadsheets to HTML using the Save as Web Page option in Excel.
HTML documents must be created using a specialised web authoring tool.
Structure

Organise the information logically and simply (WCAG 2.0, SC 1.3.1 Info and
Relationships, SC 3.1.3 Unusual Words, SC 3.1.5 Reading Level).

Give each worksheet tab a descriptive name and remove empty worksheets (WCAG
2.0, SC 2.4.5 Multiple Ways, SC 2.4.6 Headings and Labels).

Do not use empty cells for formatting effects or adding symbols to simulate bullet points.

If links are included in spreadsheets, use text to describe the target of the link, e.g.
School of Art rather than click here or the URL (WCAG 2.0, SC 2.4.4 Link Purpose (In
Context) and 2.4.9 Link Purpose (Link Only)).

Provide a separate “Introduction” worksheet and include a descriptive summary about
each worksheet within the document (WCAG 2.0, SC 3.1.3 Unusual Words, SC 3.1.5
Reading Level).
Fonts and colours

Use 12pt Arial font for body text.

Ensure that text and background colours offer high contrast (WCAG 2.0, SC 1.4.3
Contrast (Minimum)).
Images

If images or other graphical elements are used, include an equivalent text alternative
(WCAG 2.0, SC 1.1.1 Non-text Content.
Tabular data

Use descriptive text for column and row headers. Avoid abbreviations.

If using Excel 2007, use table headers for row or column headers and totals.

If using an earlier version of Excel, or another spreadsheet program, provide the location
of row and column headers and totals in the “Introduction” worksheet, e.g. “The row
headers start at row 2. There are no column headers or totals”.

Avoid merging table header cells.

Avoid call-out boxes or text fields that float over the data.

Provide a description of the general layout of the spreadsheet data in the “Introduction”
worksheet, e.g. “The worksheet ‘student data’ contains two separate tables. The first is
student enrolments by faculty and discipline. It has 10 columns and 14 rows. The second
is student enrolments by campus. It has 4 columns and 2 rows”.
Charts and graphs

Do not differentiate items in a data series using colour alone. Use descriptive column
and row headers and titles (WCAG 2.0 SC 1.4.1 Use of Color).

Supplement colour with shading, cross-hatching or borders (WCAG 2.0 SC 1.4.1 Use of
Color).

Provide a text summary of charts (WCAG 2.0, SC 1.1.1 Non-text Content).

Provide access to the data used to generate the chart (WCAG 1.0, SC 1.1.1 Non-text
Content).
Macros

Macros may create accessibility problems depending on how they are used. If a macro
generates or manipulates content after the document has opened, it may be necessary
to provide an accessible alternative for some users.
Linking to spreadsheets on the web

Identify the format, size and number of worksheets in the document as part of the link
text. E.g. Student Financials Schedule (XLS, 35 KB, 2 worksheets) (WCAG 2.0, SC
3.2.1 On Focus).
Editor’s note: Next section not yet updated. Requires testing with current RMIT MOE software
(includes new Microsoft Office 2010 Accessibility Checker).
Evaluation process and checklist
Purpose
To ensure accessibility compliance of all spreadsheet documents
published online.
Responsibility
Creators and maintainers of spreadsheet documents
When to use
Before publishing spreadsheet documents online. If the document has
already been published, download a copy to check.
Methods and tools
Visual check: look at the document to see if the checkpoint has been
met.
Editorial review: read and evaluate the content to see if it complies with
the checkpoint.
Use Excel menu: follow the menu steps listed.
Evaluation tools:
● MS Excel
● Black and white printer.
Method
1. Using the appropriate method, check the resource against each design checkpoint listed
below.
2. In the result column, note if the document passed the checkpoint by circling: Y = yes, N
= no, NA = not applicable
3. If the resource fails any of the design checkpoints, make the necessary changes or seek
help from a web or multimedia specialist.
Checklist
Format
Result
Design checkpoint
Method
Y
N
NA
The spreadsheet is:
● Not able to be published in HTML
format, or
● A template, or
● A draft for someone else to review or
edit, or
● Course material
It is best to publish resources online in HTML
format. Publishing a resource in another
format may create accessibility problems for
some users, and you may need to provide an
accessible alternative
Visual check
Structure
Result
Design checkpoint
Method
Y
N
NA
Information is organised logically and simply
Editorial review
Y
N
NA
Worksheet tabs have descriptive names
Editorial review
Y
N
NA
There are no empty worksheets
Visual check
Y
N
NA
Formatting is not achieved by use of empty cells
Visual check
Y
N
NA
Symbols are not used to simulate bullet points
Visual check
Y
N
NA
A separate “Introduction” worksheet includes a
descriptive summary about each worksheet
Editorial review
Result
Design checkpoint
Method
Y
N
NA
Link text uses meaningful words, not URLs (URLs
can be used in references and bibliographies)
Editorial review
Y
N
NA
Links to files other than web pages identify the
format and size of the file as part of the link text.
Visual check
Links
Fonts and colour
Result
Design checkpoint
Method
Y
12pt Arial is used for body text
Visual check
N
NA
Y
N
NA
High contrast colours are used for text and
background
Print page in black and white
Images
Result
Design checkpoint
Method
Y
N
NA
Images and drawn objects have an equivalent
text alternative
Use Excel menu:
Format > Picture > Web
Tabular data
Result
Design checkpoint
Method
Y
N
NA
Column and row headers are descriptive
Editorial review
Y
N
NA
The location of row and column headers and totals
is provided in the “Introduction” worksheet.
Visual check
Excel 2007: Column and row headers, and totals
are formatted as such
Y
N
NA
Only simple tables are used. There are:
● No merged table header cells
● No call-out boxes or text fields that float
over the data
Visual check
Y
N
NA
A description of the layout is provided
Editorial review
Charts and graphs
Result
Design checkpoint
Method
Y
N
Items in a data series are differentiated by
descriptive column and row headers and titles.
Visual check
NA
Y
N
NA
Colour is supplemented by shading, cross-hatching Visual check
or borders
Y
N
NA
Charts are accompanied by a text summary
Editorial review
Y
N
NA
Data used to generate the chart is available
Editorial review
Macros
Result
Design checkpoint
Method
Y
N
NA
No macros are used
If macros must be used, an accessible
alternative is provided if needed
Use Excel menu:
Tools > Macro > Macros…
(Macros are listed here if they
exist)
Editorial review of alternatives
Linking to spreadsheets
Result
Design checkpoint
Method
Y
N
NA
The link to the spreadsheet identifies the
format, size and number of worksheets. E.g.
RMIT Annual Budget (XLS, 238KB, 12
worksheets).
Visual check on web page
where link appears
References
Microsoft Office 2010:
● Creating accessible Excel workbooks
● Create accessible PDFs