Use a Descriptive File Name: Name the Excel file descriptively (e.g., 2025_Enrollment_Report.xlsz instead of Book1.xlsx) so users know its content at a glance. 

Give Each Worksheet a Unique, Clear Name: Rename default sheet names (Sheet1, Sheet2, etc.) to reflect the content.  

Remove Blank or Unused Worksheets: Delete any empty sheets in the workbook. 

Set Document Properties (Metadata): Fill in the workbook’s Title, Author, and other properties.   

Use an Accessible Template (Optional): If it makes sense to, start with an official accessible Excel template.   

Logical Sheet Order: Arrange worksheet tabs in a logical sequence (e.g. summary sheet first, details afterward). If certain sheets are for background data or calculations not meant for users, consider hiding them (and documenting their presence) to reduce clutter.  

Cell A1 Content: Enter a clear title or summary in cell A1 so it’s the first thing screen readers announce when opening the sheet. 

Font and typeface: Use readable sans-serif typefaces and fonts.  

Font size: Adjust the font size in Excel as needed to ensure readability. Use at least 11 points for body text (14 or 16 points recommended).  

Avoid ALL CAPS and Excessive Styling: Avoid using all capital letters for large blocks of text, and use italics or underlines sparingly.  

Consistent and Plain Language: Write content in plain language. For example, instead of "utilize," use "use."  

Proper Text Alignment and Wrapping: Align text to the left (or as appropriate for your language) for readability. Use Excel’s text wrapping or increase row height for long text rather than inserting line breaks or leaving text cut off.   

Use Built-in Cell Styles for Structure: Utilize built-in cell styles (Heading, Title, etc.) or apply consistent formatting for headings and normal text.   

Don’t Rely on Text Formatting Alone for Meaning: Avoid conveying meaning solely by font style, color, or placement. For instance, don’t use italics or bold alone to mark important data.   

Automatic Text Color: Use the default “Automatic” font color for text instead of manually setting a specific text color like pure black.   

Use Descriptive Link Text: Make hyperlink text meaningful on its own (e.g., “View Q1 Financial Report (PDF, 1.4 MB)” instead of “Click here”).  

Ensure Links are Visible and Stand Out: Keep default underlining/color so links stand out; for printed copies, consider adding the URL in parentheses after the link text. 

Use Excel’s Table Feature for Data: When presenting tabular data, convert the range to an official Excel Table.   

Provide Clear Header Labels: Ensure every data table has column headers (and row headers if applicable) with concise, descriptive labels. If the table spans multiple pages when printed or viewed, repeat header rows on each page.   

Avoid Merged, Split, or Nested Cells in Data Tables: Avoid merging cells within the data area of a table, and avoid splitting one logical cell into multiple cells. Also, do not nest one table inside another.  

Avoid Completely Blank Rows or Columns Inside Tables: Avoid empty rows or columns, if possible. Use formatting (extra cell padding, border, or a thicker dividing line) for visual separation instead, and insert placeholders like “N/A” if data is missing.   

Name Your Tables and Key Ranges: Give each table a meaningful name instead of the default “Table1”. Likewise, define names for important cell ranges such as summary sections or input areas.   

Keep Data Structure Simple: Each worksheet should ideally contain a single main topic or data set.   

Document Complex Formulas: Label key formula cells (e.g., “Total”) and use notes or comments to explain complex calculations.  

Do Not Rely on Inserted Equations: Provide accessible equations in Excel or an accessible companion document for complex, STEM equations. 

Add Alternative Text to Visuals: Add meaningful and contextualized alternative text to all images, charts, and other graphics included in your document. Remember to mark all non-relevant images and graphics as decorative. Learn how to add alt text in Word from Microsoft Support.  

Use Descriptive Titles, Labels, and Legends: Add a clear title, axis labels, and a legend or data labels so each data series is easy to identify.  

Use Simple, High-Contrast Visuals: Whenever possible, avoid overly complex or cluttered charts. Simple chart types (bar, line, pie, etc.) are easier to read than 3D or heavily stacked visuals. That said, some disciplines may require complex graphs to convey detailed information—if that’s the case, provide clear labels, legends, and accompanying text descriptions so the data remains understandable to all audiences.   

Provide Data or Summary for Charts: Whenever possible, include the data table used for a chart somewhere a user can access it, or summarize the key insight in text near the chart.   

Ensure Sufficient Color Contrast: Use high-contrast text/background (e.g., dark on light) with at least a 4.5:1 ratio; test with WebAim’s Free Color Contrast checker  

Don’t Use Color Alone to Convey Meaning: Pair color with text, patterns, or symbols so that information is clear for everyone, including people with color vision deficiencies, low vision, or those viewing in grayscale or on low-quality screens. 

Use the Built-in Accessibility Checker: Throughout development, use Excel’s Accessibility Checker. Make sure to address every issue it flags, but keep in mind, it does not flag every accessibility issue.