Hand-drawn icons of spreadsheet software and data visualization tools in a crayon-texture style.

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 rule adopts WCAG 2.1 Level AA as the technical standard. The original compliance date of April 2026 has been extended and the new compliance deadline for PSU is April 26, 2027. Learn more about Title II compliance at PSU.

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How do I create accessible spreadsheets?

Accessible spreadsheets are designed to meet WCAG technical standards organized around making content Perceivable, Operable, Understandable, and Robust (the POUR framework). This ensures users with a wide range of dis/abilities can access the information in a spreadsheet. Not all of the following points will apply to every file, but many will apply to most.

You can download and use the Accessibility Checklist for Instructional Materials to review spreadsheets for accessibility.

Apply accessible file settings.

These settings help students find the file and access its critical content, while supporting screen readers in reading the document correctly.

Set the default language of the document to match its primary content.
Name your sheets. If using sheets/tabs, give each one a descriptive title.
Remove unused sheets/tabs. Empty or unused elements can be confusing for students.

Follow accessible layout practices.

Use built-in features to organize your data logically and accessibly.

Start in cell A1. A screen reader always starts at cell A1. Enter data so it can be read left to right, top to bottom, ideally starting in cell A1.
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. (Google Sheets table help. Excel table help.)
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. (Excel: tables are formatted with headers. Excel: table rows and columns are properly identified.)
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.
Create visuals using built-in features. Use options under the Insert menu to create charts, tables, and other visuals instead of adding floating elements.

Use accessible fonts and formatting.

Follow accessible formatting practices to ensure content is perceivable across devices and abilities.

Apply built-in formatting options. Where appropriate, use built-in cell formatting options such as Currency, Date, or Plain Text.
Use clear, consistent formatting. Use sans-serif fonts of at least 12-point, consistent colors, and clear cell borders to improve readability. Avoid using all caps outside explained acronyms.
Check color contrast between text and background. Use WebAIM’s Contrast Checker to identify accessible color combinations.

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.