Many spreadsheets contain hidden barriers that make them difficult for people with disabilities to use. The Excel Accessibility Checker is a built-in tool that scans your workbook for these common issues. This article explains how to run the checker and fix problems like missing alt text and poor color contrast. You will learn to create spreadsheets that are more inclusive and easier for everyone to navigate.
Key Takeaways: Using the Excel Accessibility Checker
- Review > Check Accessibility: Opens the Accessibility pane to scan your workbook for issues that affect users with disabilities.
- Alt Text for Objects: Adding descriptive text to charts and images allows screen reader software to describe them to users who are blind.
- Defined Table Headers: Using the Insert > Table command creates a proper structure that screen readers can navigate logically.
What the Excel Accessibility Checker Does
The Accessibility Checker is a diagnostic tool in Excel. It reviews your workbook against a set of rules designed to improve usability for people with various disabilities. The checker looks for missing alternative text on visual objects, unclear sheet names, and merged cells that can confuse screen readers. It also identifies insufficient color contrast between text and background, which is a problem for users with low vision or color blindness.
You do not need any special software or add-ins to use this feature. It is available in Excel for Microsoft 365, Excel 2021, Excel 2019, and Excel 2016. The checker works on Windows and Mac. Before you start, ensure your workbook is saved. The checker provides recommendations and step-by-step instructions to fix each issue it finds directly within the task pane.
Steps to Run the Accessibility Checker and Fix Issues
Follow these steps to scan your spreadsheet and address the most common accessibility problems.
- Open the Accessibility Checker
Go to the Review tab on the ribbon. In the Accessibility group, click the Check Accessibility button. The Accessibility pane will open on the right side of the Excel window. - Review the Inspection Results
The pane lists all errors and warnings found in your workbook. Errors are serious barriers that must be fixed. Warnings point to content that is difficult but not impossible for people with disabilities to understand. Click on any listed item to select the problematic cell or object in the sheet. - Add Alt Text to Images and Charts
For an error like “Missing alt text,” select the chart or picture. In the Alt Text pane that appears, type a concise, meaningful description in the Description field. Do not repeat information already stated in a nearby cell title. - Define Tables Properly
If you have data ranges not formatted as tables, the checker will flag them. Select your data range and go to Insert > Table. Ensure the “My table has headers” box is checked. This creates semantic structure for screen readers. - Check and Rename Sheet Tabs
Look for warnings about default sheet names like “Sheet1.” Right-click the sheet tab and select Rename. Give the sheet a unique, descriptive name that indicates its content, such as “Q4_Sales_Summary.” - Improve Color Contrast
For warnings about low contrast, select the text cells with light-colored fonts. On the Home tab, use the Font Color button to change the text to a darker color that stands out clearly against the cell fill.
Common Mistakes and Limitations to Avoid
Adding Unhelpful or Redundant Alt Text
Writing “A chart” or “Image of data” as alt text is not useful. The description should convey the purpose and key takeaway of the visual element. For a chart showing monthly sales growth, good alt text is “Column chart showing a 15% increase in sales from January to June.” Avoid starting descriptions with “Image of” or “Chart of.”
Using Color Alone to Convey Information
The checker may not catch all instances where meaning is communicated only by color. For example, using red text alone to indicate a negative number is problematic for color-blind users. Always pair color with another indicator, such as a minus sign (-) or a text label like “Over Budget” in an adjacent cell.
Overlooking the Reading Order of Objects
Screen readers read objects on a sheet in the order they were added, which might not be logical. The Accessibility Checker has limited ability to detect this. To fix it, use the Selection Pane from Home > Find & Select > Selection Pane. In the pane, drag object names to reorder them from bottom to top, which is the order a screen reader will follow.
Manual Checks vs. Automated Checker
| Item | Automated Accessibility Checker | Required Manual Checks |
|---|---|---|
| Detection Scope | Finds missing alt text, blank sheet names, and undefined tables | Identifies logical reading order and meaningful hyperlink text |
| Color Analysis | Flags obviously low contrast between text and cell fill | Verifies information is not conveyed by color alone |
| Remediation | Provides direct “Fix” buttons and instructions in the pane | Requires user judgment to write good alt text and structure data |
| Final Validation | Cannot guarantee full compliance with all standards | Essential for testing with actual screen reader software |
You can now use the Excel Accessibility Checker to identify and resolve common barriers in your spreadsheets. Start by reviewing an existing workbook with the Check Accessibility command on the Review tab. For a more thorough test, use the Windows Narrator or another screen reader to navigate your fixed sheet. Remember that using the Define Name feature for critical ranges can further aid navigation for users who rely on keyboard shortcuts.