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Spreadsheets
Learn how to make your Microsoft Excel and Google Sheets accessible for all learners. Accessible spreadsheets ensure that data is easy to navigate, understand, and interact with—whether people use screen readers, keyboard navigation, or other assistive technologies. This guide walks you through practical steps to create inclusive spreadsheets that meet accessibility standards.
Why is it Important?
Spreadsheets are commonly used in and out of the classroom. Without accessibility considerations, they can create barriers for people with disabilities. Making spreadsheets accessible not only benefits those who are differently abled, but also benefits everyone through universal design principles.
EXCEL & GOOGLE SPREADSHEETS
Indicate the default language for the workbook.
| Platform | Instructions |
|---|---|
| Excel on a PC | Choose Options from the File menu. Click on Language and indicate the Editing and Display language. Click Set as Default and then click OK. |
| Excel on a Mac | Choose Language from the Tools menu. Choose the default language and then click OK. |
| Google Sheets | Choose Spreadsheet Settings from the File menu and click on the Language. |
Write a Worksheet Summary in cell A1 of every sheet in your workbook. The summary should provide a description of the worksheet as well as an explanation of how to navigate the worksheet.
Provide a unique name for each sheet (tab) in the workbook.
In both Excel and Google Sheets, right-click (or CTRL-click on Macs) on the tab and choose Rename.
Specify header rows and columns in and name your data tables.
In Excel, you must first select the data and then choose Table from the Insert menu. Be sure to check My table has headers. You can format and name your table on the Table tab.
Google Sheets does not have a way to specify header rows and columns.
Write alternative text for charts, graphs, shapes, and other images. Complex images (requiring more than 1–2 sentences to adequately describe) should include long descriptions either directly on the worksheet or direct the user to a separate worksheet that includes the long description.
| Excel | Google Sheets |
|---|---|
| In Excel, right-click (or CTRL-click on a Mac) on the image and choose Edit Alt Text. | In Google Sheets, click on the chart or graph, then click the options menu in the upper right corner of the image. |
| Enter 1–2 descriptive sentences; or if the image conveys no information, check Mark as decorative. | Choose Alt Text and enter a description of the chart, graph, or other image. Click OK. |
Select the data range you want to name.
In Excel, choose Name from the Insert menu and then Define Name. Enter a descriptive name and click OK.
In Google Sheets, choose Named Ranges from the Data menu, enter a descriptive name, and press Enter (Return).
- Avoid blank cells and rows in your spreadsheets.
- Screen readers will read the formulas contained in cells.
- Try to keep the structure of your data tables simple. Do not nest multiple tables within a table, or split or merge cells within tables.
Additional Resources
- Accessible Spreadsheets (Section508.gov)
- Accessible Spreadsheet Checklist (Accessible Libraries)
- Create accessible documents, spreadsheets, or presentations with Pages, Numbers, or Keynote (Apple)
- Microsoft Excel Accessibility Checker (UNCG)
- Microsoft Excel – Optimizing Spreadsheet Accessibility (WebAIM)
- Microsoft Support: Accessibility Best Practices with Excel Spreadsheets (Microsoft)
- Use Google Docs Editors with a screen reader (Google)
Last Updated: December 5, 2025