Accessible Excel spreadsheets

Most spreadsheets contain data tables. You must format your tables correctly so the information they contain is accessible for as many people as possible:

• Format your data as a table. To do this, you must use the Format as Table tool (Microsoft Support website) or Insert Table tool.
• Include one header row at the top of each table. To do this:
  • Ensure each cell in the top row includes text that describes the content in the cells beneath it
  • Select any cell in your table, select the 'Table Design' menu and go to the 'Table Style Options' section. Make sure the 'Header Row' checkbox is ticked
  • Don't include more than one header row. This means that only the top row in your table should act as a header. If you struggle to do this, you might need to break one complex table down into multiple, simpler tables
• Don't include merged or split cells. If you struggle to do this, you might need to break one complex table down into multiple, simpler tables.
• Don't include empty cells, rows or columns in your table. They can make your spreadsheet hard to navigate and confuse people. Make sure you:
  • Remove any empty rows or columns - Microsoft Support explain how to change the line spacing instead
  • Put text in any empty cells that explain why there is no data in it. For example, 'No data' or 'Not applicable'. Avoid just using a symbol - like a dash - in empty cells, as it's not clear what they mean.
• If you use abbreviations in any table cells, you must explain what they mean to help people understand your table. You can do this in a sentence in the cell above your table, or where you use the abbreviation for the first time. Simply write out the text in full, followed by the abbreviation in brackets. For example, 'Not applicable (n/a)'
• If your spreadsheet contains multiple tables, we recommend you:
  • Give them all a unique name, which includes a number. For example, 'Table 1: The amount of fruit we purchased in 2022'. Include this name in two places - the cell directly above the table and 'Table name' in the Design tab (you have to use underscores instead of spaces here).
  • Place each table in a separate sheet. If you have a good reason for putting multiple tables in a sheet, arrange them vertically with one blank row between them (don't put them next to each other).
• You can include filter buttons in your table if you think it would help users navigate it, but make sure you:
  • Ensure the buttons don't cover up any text
  • Try to avoid saving the table with any filters applied. If you do leave filters applied, you must add a comment to the header cell saying that a filter is present and what it is.
• Make sure that any colours or Table Styles you use meet colour contrast requirements

Example of an accessible table and the 'Table Design' menu in Excel: