Illustration of Microsoft Excel and Google Sheets icons connected by colored lines to an eye symbol, with surrounding icons for audio, collaboration, and search, representing accessible spreadsheet design.

Contributors:Kari Goin Kono, Misty Hamideh, Lindsay Murphy

This guide outlines essential best practices for creating accessible spreadsheets in Microsoft Excel and Google Sheets, focusing on clear data organization and appropriate formatting. Learn how to implement key digital accessibility standards, such as enabling header rows and avoiding merged cells, to ensure your data works effectively with screen readers.

Digital accessibility changes for PSU faculty

In April 2024, the U.S. Department of Justice updated Title II of the Americans with Disabilities Act (ADA) to set clear requirements for accessible web content and mobile applications used by public entities, including public universities. The updated rule adopts WCAG 2.1 Level AA as the technical standard and sets a compliance deadline of April 24, 2026 for large entities. Learn more about Title II compliance at PSU.

Explore instructional accessibility topics

What are my top priorities for creating accessible spreadsheets?

Start in cell A1: A screen reader always starts at cell A1. Place the title of the sheet or brief instructions for using the sheet in this cell.
Use “Format as Table”. The most reliable method is to select your data range, go to Home > Format as Table, and ensure “My table has headers” is selected.
Enable Header Rows. In the Table Design tab, ensure the Header Row option is selected. Use only one row for headers. Multiple header rows or nested tables make navigation difficult or inaccessible for screen reader users.
Avoid merged cells. Merged cells break the grid structure that screen readers rely on to announce data. For visual alignment, use Center Across Selection instead.
Consider the visual elements. Apply clear, consistent formatting such as readable fonts, colors, and clear cell borders to improve readability.
Name your sheets and remove unused sheets/tabs. It can be confusing for students if there are empty, unused elements. Give used sheets/tabs descriptive titles and delete unused sheets or tabs.

What does an accessible spreadsheet look like?

Providing accessibility in spreadsheets can be challenging and may require additional specialized support. Check out the video Accessible Spreadsheets: Tips & Tricks (2:55) for a before-and-after accessibility review of an advising spreadsheet template.

What should I do next to make my spreadsheets even more accessible?

Explore built-in tools that support accessible formatting:

Apply built-in formatting options where appropriate, such as Currency, Date, or Plain Text.
Use conditional formatting to visually highlight important information.
Create charts, tables, or other visuals using built-in features; avoid “floating” elements.

For a comprehensive list of accessibility standards for WCAG-compliant spreadsheets, review the Accessible Spreadsheet Worksheet!