Enhancing accessibility of Excel spreadsheets

This video provides an overview of enhancing the accessibility of Excel spreadsheets. It covers 10 themes with 43 tips in total. The 10 themes include: Workbook set-up, text content in cells, hyperlinks, graphical content, table formatting, charts formatting, Worksheet layout, Workbook wrap-up, accessibility check, and file saving and sharing.

This video is one in the #IDEALeaders Self-Learning Series on the Co-Creation of Virtual Learning Accessibility. It is one of the deliverables of the Project entitled “Promoting accessibility of virtual teaching and learning through a train-the-trainer approach” funded by the UGC Special Grant for Strategic Development of Virtual Teaching and Learning in 2021-2023.

English captions are available.

Timestamps of the chapters:

• 00:00:00 Introduction
• 00:02:14 Navigating Excel interface and terms
• 00:07:08 Workbook set-up
• 00:11:05 Text content in cells
• 00:19:55 Hyperlinks
• 00:27:01 Graphical content
• 00:31:40 Table formatting
• 00:48:43 Charts formatting
• 00:57:57 Worksheet layout
• 01:00:30 Workbook wrap-up
• 01:07:22 Accessibility check
• 01:09:10 File saving and sharing
• 01:10:43 Closing remarks

Suggested citation:

Ma, G. Y. K., Choi, C., & Yeung, P. P. S. (2023). Enhancing accessibility of Excel spreadsheets. [Video]. #IDEALeaders Self-learning Series: Co-creation of virtual learning accessibility. HKU Data Repository. https://doi.org/10.25442/hku.23804550

Virtual Learning Accessibility Toolkit: PDF version and Website version

References on writing Alt Text and image descriptions listed in the video:

• Alternative Text. WebAIM.
• Documentation Screen Captures. Pennsylvania State University.
• Flowcharts & Concept Maps. Pennsylvania State University.
• Image Description Guidelines (Art, Chemistry, Diagrams, Flow Charts, Formatting & Layout, Graphs, Maps, Mathematics, Page Layout, Tables, Text-only images). The DIAGRAM Center.
• Best Practices for Accessible Images. California State University, Northridge.
• Effective Practices for Description of Science Content within Digital Talking Books. The WGBH National Center for Accessible Media.
  It covers guidelines for writing image descriptions for bar chart, line graph, Venn diagram, scatter plot, table, pie chart, flow chart, standard diagrams or illustrations, and complex diagrams or illustrations.
• NWEA Image Description Guidelines for Assessments (PDF; 5.6 MB). The Carl and Ruth Shapiro Family National Center for Accessible Media at WGBH (NCAM).
  It cover discussion about challenges and guidelines for writing image descriptions for a variety of images, charts, and graphics targeted to the assessment of reading, language usage, science, and mathematics.
• Excerpts from the NBA Tape Recording Manual, Third Edition. National Braille Association.
  Instruction and examples of describing complex images.

References on Excel accessibility listed in the video:

• Microsoft Excel – Optimizing Spreadsheet Accessibility. WebAIM.
• Excel Accessibility. California State University, Northridge.
• Make your Excel documents accessible to people with disabilities. Microsoft.
• Excel Glossary. Microsoft.
• Create accessible tables in Excel. Microsoft.
• Create accessible charts in Excel. Microsoft.
• Microsoft accessibility tools for Excel. Microsoft.
• Make your content accessible to everyone. Microsoft.
• Excel 2013 & 2016: Creating an Accessible Excel Spreadsheet, Part 1 (YouTube video). Governors Committee on People with Disabilities.
• Excel 2013 & 2016: Creating an Accessible Excel Spreadsheet, Part 2 (YouTube video). Governors Committee on People with Disabilities.
• Excel 2013 & 2016: Accessible Excel Forms, Part 1 (YouTube video). Governors Committee on People with Disabilities.
• Excel 2013 & 2016: Accessible Excel Forms, Part 2 (YouTube video). Governors Committee on People with Disabilities.

Points to note:

• This video is intended to serve as a general guide for creating accessible digital materials and virtual learning environment. The recommended practices in this video are not exhaustive or the best solutions for each situation. Teaching and learning practices might vary across academic disciplines, as well as individual preferences and needs. The recommended practices need to be fit and applied to various disciplinary contexts and authentic practices.
• Please be aware that fulfilling all the practices suggested by this video would not guarantee “full accessibility”. Use your own best judgment. Always be aware of and respect the diverse access needs of different individuals.
• This video does not contain any business promotion elements.
• Software, programmes, and operating systems are constantly and rapidly developing along with changing accessibility functions. Statements in this video about the functions of any software, programmes, and operating systems may no longer represent their current status.
• It is possible that the hyperlinks of the cited resources in this video might be edited or removed by the corresponding contributors after the publication of this video.
• The recommended practices in this video are basically about accessibility to people with disabilities. However, the practices are central to good teaching and learning practices and will benefit all users regardless of disability status.