Microsoft Excel Accessibility Testing Checklist

Perform the following accessibility checks to ensure your Excel documents are accessible.

Overview

The following accessibility checks are phrased as yes/no questions; a “Yes” response means the document or content passes the check, while a “No” response means an accessibility issue is present and should be remediated.

Accessibility checks are categorized by the level of skill required to perform the check. Level 1 checks are the simplest to perform, while level 4 checks require more advanced skills.   Each level builds from the checks in the previous level. Digital content creators can develop their accessibility skills by learning how to perform more advanced checks. 

• Level 1: Run automated tests and fix any errors found
• Level 2: Manual verification of visible content
• Level 3: Manual verification of document properties
• Level 4: Preparing to finalize 

Level 1: Test with Automated Tools and Fix Findings  

• Was the automated accessibility checker or accessibility assistant used?
• Were any errors found fixed? 

Accessibility Assistant Overview for Microsoft Word, PowerPoint and Excel Documents   Instructions for How to Use the Accessibility Assistant for Microsoft Office Documents 

Level 2: Check Visible Content and Fix Findings   

• Is there text in cell A1 of each sheet?
• Are the font choices clear, legible, and adhere to minimum font size recommendations?
• Are sans serif fonts used for the body text?
• Is all hyperlink text unique and descriptive?
• Is the use of color only to indicate meaning avoided?
• Do all images have meaningful alt text and graphics irrelevant to the content set as decorative?
• Is each table formatted as a table and does each have a header row and/or header column?
• Does the document avoid using table cells to visually format content (e.g., cells used as form fields rather than data)? 

Level 3: Check Document Properties and Fix Findings

• Does the document contain proper metadata (e.g., title, language)?
• Is plain language used, avoiding jargon, and spelling out abbreviations the first time they’re used?
• Is directional and/or sensory language avoided (e.g., “the image to the right” or “the blue icon”)?
• Is the content visible in high contrast mode and dark theme?
• Are images of text avoided?
• Are merged, spanned, or blank cells for visual formatting avoided?
• Does each table, range, worksheet, and workbook have a unique name? Are blank sheets avoided?
• Does the color contrast between text and background, link text and background, and graphics and background meet 4.5:1 for text and 3:1 for large text and images minimum contrast requirements? 

Level 4: Preparation and Final Steps  

• Are text alternatives provided for complex charts and graphs?
• Are graphics clear and understandable in grayscale?
• Is a PDF export or Save as PDF avoided for complex spreadsheets?
• Is language translation provided for critical information? 

Downloads

Additional Resources

Digital Accessibility Fundamentals  Video Accessibility