Use this quick card to build Excel workbooks that are navigable by screen readers, clear to every reader, and easy to audit before sharing.
This Field Guide is part of the Digital Accessibility Field Guides collection from DASH. Use it as a quick reference while you work, and download the printable Word version to share with your team.
Use an accessibility checker
- Open Review > Check Accessibility to find barriers and suggested fixes.
- Resolve all Errors and Warnings before sharing the workbook.
Name sheets and set a starting cell
- Rename every worksheet with a descriptive label — avoid “Sheet1.”
- Start data in cell A1 and set the active cell to A1 before saving.
- On large workbooks, add a first sheet with links to each tab.
Format data as a table with headers
- Use Insert > Table (Ctrl+T) and check “My table has headers.”
- Write a unique, descriptive label in every header cell.
- Avoid merged cells, nested tables, and blank rows or columns inside data.
Add alt text to charts and images
- Right-click a chart, image, or shape and choose View Alt Text.
- Describe what the chart shows and its main takeaway.
- Label chart axes, titles, and data series directly — don’t rely on color.
Use color and contrast carefully
- Never use color alone to convey status; pair it with a text label.
- Use at least 11 pt Arial or Calibri with 4.5:1 contrast for body text.
- Write descriptive hyperlink text through Edit Hyperlink > Text to display.
Printable version
Download a one-page printable Word version of this Field Guide to keep at your desk or share with your team:
Related DASH resources
For more detailed guidance on digital accessibility, explore these related DASH pages:
- Digital Accessibility Field Guides – Browse every Field Guide in the collection.
- Digital Accessibility Checkpoints – Detailed checkpoints for every stage of content creation.
- Create Accessible Content – In-depth guidance for every content type.
- DASH Tools and Resources – Testing tools and utilities to help you check accessibility.
Getting help
If you have questions or need assistance applying this Field Guide, contact the Digital Accessibility Services Hub (DASH) Team. The DASH Team is available to support colleges, schools, and administrative units as they build sustainable accessibility practices.
- Contact DASH at [email protected] for consultations, training, or technical assistance.
- Visit the DASH training page for resources and learning opportunities.
Accessibility is a shared responsibility, and every step you take makes UGA’s digital environment more inclusive.