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What is Accessibility? Accessibility means people with disabilities can perceive, understand, and navigate information contained in electronic documents . Accessible documents may be read by : screen readers magnification software speech recognition programs other assistive technology without being reformatted

Who uses accessible technology? The answers may surprise you! It’s not just people without vision or hearing, it also includes: People with dyslexia People with changing visual abilities due to age People who watch captions to avoid disturbing co-workers People who navigate via keyboard because they find it more efficient And more …

Accessible information benefits everybodyUsing clear and simple language helps people with any ability quickly understand information Accessible websites are easier to navigate on mobile devices Accessible documents promote a clean, professional design that are easier for all to use

Most of all … Accessibility Matters It’s the right thing to do … and it’s the law Don’t worry! Making something accessible is not as hard as you think Start smart It’s easier to build in accessibility rather than going back to correct it later Here’s how …

How to create an accessible Excel workbook

How do I get started? Set document properties Specify row and column header info Avoid using blank cells, rows or columns Give all tabs unique names Add alt-text to images and objects Name your hyperlinks appropriately Format worksheet Use the Accessibility Checker 4/10/2015 7

Set document properties Why is it important? Document properties describe the document and its author. How to do it … To get there: Click File tab ( Alt+F ). Select “I” or the Info tab. Select “Properties” at far right ( Alt+QS ). Arrow down once to “Advanced Properties” and click to select Arrow to “Summary” tab When completing the document panel: Title, Subject, Author, and Company are the most critical. You can leave the rest blank. For author, put your agency or division name. Close the document properties by clicking on the X in the top right corner. Don’t forget to save your document! 4/10/2015 8

Specify row and column header infoWhy is it important? Machine readers read tables down each row, from left to right, so it’s important to format your tables correctly. PRO TIP: Avoid using nested tables, or tables with merged or split cells. How to do it … Start with a table title in the first row and first column. Click on the header row. On the  Table Tools Design  tab, in the  Table Style Options  group, select the  Header Row  check box. Repeat for the first column (if needed ) Do not leave any headers blank Use the QuickTables built into the MN.IT Templates. 9 Pro Tip

Define Title Region Why is it important? When the reader is in a particular cell, machine readers can determine its relationship to column and row headers How to do it… Name Manager via Formulas tab (Alt, M, N) New Name TitleRegion (no spaces) Table# and period op left data cell name and period Last data cell and period Worksheet number 4/10/2015 10

Avoid using blank cells, rows or columnsWhy is it important? Blank rows may wrongly signal the end of information . How to do it … Delete all blank rows, cells and columns . You can also write the words “blank” or “no data” in the cell. If you do not want the words visible, match the text to the background color 4/10/2015 11

Give all sheet tabs unique namesWhy is it important? Tabs explain what is in each page and makes it easier How to do it … Right-click the sheet tab, then click “Rename” Type a name that describes the sheet contents 4/10/2015 12

Add alt-text on images and objectsWhy is it important? The use of alt-text makes images machine readable; alt-text describes a graphic or visual in text. How to do it … It’s easy: Just right-click the image, select Format Image , and navigate to the Alt-Text box Enter a concise description in the Description box 4/10/2015 13

Name your hyperlinks appropriately Why is it important? Hyperlinks are important to send a reader to more information, but the reader should know where they are going when they click and why. How to do it … Always use descriptive hyperlinks “Click here to learn more” doesn’t help a person know where the link will take them. Instead, try “visit the Templates page on the MN.IT Commons.” Try to make the hyperlink a few words long, so people with weak motor skills can still use the mouse to click. 14 Pro Tip

Denote End of Sheet Why is it important? Enables listenerrs to know they have reached the end of the data. How to do it … Type “end of worksheet” in the row following the last row. 4/10/2015 15

Use the Accessibility Checker Why is it important? The Accessibility Checker checks for most accessibility issues and gives you instructions for fixes. How to do it … Click File , and navigate to the Info screen on the left-hand panel Look in the middle of the window, under Prepare for Sharing , and click the Check for Issues box. Select Check Accessibility Or Alt + F, I, I, A Use your judgment. Often a “failure” is a request for a manual check. 4/10/2015 16 Pro Tip

Questions?

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