By taking a little care and applying some basic principles at the beginning, your spreadsheets can be structured to become an effective and accessible means of conveying information and data.
Divide and conquer
By breaking down complex data sets into logical tables a much more accessible spreadsheet can be achieved. Don't forget that your tables can also be situated on their own worksheets. Indeed, from an accessibility point of view it is better to have your data tables on separate worksheets and to provide a contents or index page on the first worksheet.
If multiple tables have to be placed on the same worksheet try to ensure that they all border the left hand edge. Tables which need to be presented horizontally should border the top edge.
Large gaps and unnecessary blank rows or columns can cause confusion where users cannot readily see the structure of the spreadsheet. Screen reader software will announce blank rows or columns but large gaps between data areas could well be missed.
Multiple tables on the same worksheet should be separated by just one blank row or column. This enables keyboard users to navigate between data regions with greater ease. The separating row or column can be resized to create a visual separator as well if required.
Create an index page
The first worksheet in your spreadsheet is the ideal place to create an index page. A text description of how the spreadsheet is laid out can be provided. Providing an overview of how the spreadsheet is laid out is a useful exercise for all users but especially blind and partially sighted people who may find it difficult to otherwise get a feel for the structure and layout.
How about hyperlinks?
Couple your index page with a hyperlinked contents list or index and you are well on the way to producing a very accessible spreadsheet. Hyperlinks can enable users to quickly navigate around your spreadsheet especially if it has multiple worksheets.
Top five tips for good structure:
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Place multiple data tables on separate worksheets. The first worksheet can be used to act as an index with hyperlinks to enable users to quickly navigate to desired locations.
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Tables should be positioned against the top and left hand edges as keyboard users will naturally navigate from Cell A1 in the top left hand corner.
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Give your rows and columns title headings. Screen reader software can usually pick up these headings and announce them as the user navigates the table.
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Visual effects such as merged cells are best avoided as this causes disruption to the structure which makes accessibility more difficult.
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Data tables should allow the cursor to navigate logically around the rows and columns. This can easily be checked by using the arrow keys. Note that merged cells in particular cause navigation problems for keyboard users.
Make a comment
Comments are very useful as they can be added to cells which already contain data or formulae without affecting the contents. They can provide additional useful information and also be used to signpost users to other related sections of your spreadsheet.
The additional information provided in your comments can be read out by screen reader software. However, to use comments effectively it is worth remembering that:
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Screen reader software reads comments all in one go without stopping. Therefore, it is best to limit the text to essential information only.
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Proper punctuation is needed to ensure that screen readers handle the text correctly.
Don't forget the filename
Giving your spreadsheet a meaningful filename means that it can be found much more efficiently particularly by users who are relying on speech output. Shortened and abbreviated filenames are much less likely to be read out in a meaningful way.
For example, 'hotxjun09' is much less meaningful than 'Hotel expenses June 2009'.
Further information on accessible spreadsheets can be found on the Design, Worksheets and Charts and graphs pages.