Web Accessibility Standards for Spreadsheet Documents

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 withcurrent RMIT MOE software (includes newMicrosoft Office 2010 Accessibility Checker).

Evaluation process and checklist

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

Structure

Links

Fonts and colour

Images

Tabular data

Charts and graphs

Macros

Linking to spreadsheets

References

Microsoft Office 2010:

●Creating accessible Excel workbooks

●Create accessible PDFs