Excel Tips

This Page

  1. Synposis
  2. Adding Image Alt Tags
  3. Export Excel Data to HTML

Related Links

  1. Microsoft Word
  2. PowerPoint
  3. Microsoft Office

External Links

  1. Convert Excel Data to Accessible Table (Penn State College of Agricultural Sciences)

Synopsis

Microsoft Excel files are generally accessible, but accessibility can be enhanced by the following

  1. Avoid using blank cells for formatting purposes. It is generally better to use other formatting tools such as adjusting column width or height

  2. Make sure headers for columns and rows are labeled as in a data table.

  3. If you are using the Chart Wizard
    1. Use the formatting options in line charts to create different types of dotted lines to facilitate legibility for color blind users.
    2. Avoid using the yellow and bright teal lines; use formatting options to change it to a darker color.
    3. Ensure that charts are legible are grayscale (black and white).
    Add a text key for bar charts or change the default colors to a color safe palette.

Adding Image Alt Tags

Modern versions of Microsoft Office allows you to insert ALT tags to inserted images which can be read by a screen reader. If these files are converted to HTML, the ALT tag is generally preserved.

Microsoft Office 2010

Note: In Microsoft Office 2007, the Alt Tag tool is under the Picture Size options. In Office 2003, it is under the Format Picture options.

  1. Open any Microsoft Office software and select an image so that square anchors are visible.
  2. Right click the mouse and select Format Picture.
  3. In the Format Picture window, select the Alt Text tab on the right, then insert the ALT text into the Descriptionfield. Click the Close icon to finalize alt text.
    Note: If the tab is not available, make sure you have not selected the Format Picture option.

    Word 2010 Format Picture window on ALT Tag option

Top of Page

Microsoft Office 2011 (Mac)

Note: This tool is not available in Office 2004 or Office 2008 for Macintosh.

  1. Open any Microsoft Office software and select an image so that square anchors are visible.
  2. Right click the mouse and select Format Picture.
  3. In the Format Picture window, select Alt Text content.
  4. Insert the ALT text into the Description as needed.
  5. Click OK to close.

Screen capture of Office 2011 Alt Text tool in Word.

Top of Page

Export Excel Data to HTML Tables

If you need to export Excel data to accessible HTML tables, then you may want to use the College of Agricultural Sciences Convert Excel tables to HTML. This tool allows you to cut and paste data from Excel, add captions and summary text then have it converted to HTML.

Even if you don't know much about HTML, you can cut and paste this code into the HTML view of any online blog, content manager or an HTML editor such as ANGEL.