3. Worksheet

Contents: Names, Order, Tables, Contents, Notes, Save, Heading/Instructions, Locking.

3.1 Names

Worksheets should have meaningful and easily understandable names. These names should be distinct from those of other worksheets.

Further information

What does this mean?

In Excel, multiple worksheets can be filled with content. To ensure a clear distinction between the worksheets, it is advisable to use different names for them. If the contents of the worksheets are identical or similar and therefore require the same name, it is still recommended to choose a distinctive label, for example by adding numbering such as ‘1. Worksheet’, ‘2. Worksheet’ and so on.

Why is this important? 

Clearly distinguishing between different worksheets in Excel is important for navigation, particularly for people with visual impairments or other disabilities. Giving different worksheets unique names makes it easier to navigate and understand the organisation of the content. People who use screen readers or other assistive technologies rely on clear and unambiguous labels to navigate digital content effectively. Ensuring that worksheet names are clear and distinguishable improves accessibility for all users, regardless of their individual abilities or limitations.

How can you implement/check this?

To give your worksheets appropriate names, double-click on the sheet name in the tab bar and enter the desired new name.

3.2 Order

The worksheets are arranged in a logical order. There are no empty worksheets.

Further information

What does this mean?

The worksheets in an Excel file should be arranged in a logical order and should only contain worksheets that actually have content. Empty worksheets should be removed.

Why is this important? 

Arranging the worksheets correctly and removing empty sheets are crucial for facilitating navigation and access to relevant information for people with disabilities. A logical order and a clear structure enable screen readers to interpret data effectively and provide accurate information to users. This is particularly important for people with visual impairments or other disabilities, as a clear layout increases the efficiency and accuracy of information retention, thereby improving accessibility. Furthermore, screen reader users cannot visually tell whether a worksheet is empty, which means they have to have the information on the empty sheet read aloud to determine that it contains no relevant data.

How can you implement/check this?

To ensure that your Excel file is optimally structured, check that the worksheets are arranged in a logical order and remove any empty worksheets.

3.3 Tables

Each worksheet contains no more than one table. If a worksheet contains several tables, these are arranged in a logical order.

Further information

What does this mean?

A worksheet should preferably contain only one table. If this is not possible for specific reasons, the tables should be arranged in a logical order. It is important to note that Excel works differently to Word, and it is not recommended to simply place content one below the other on the same worksheet.

Why is this important? 

Organising content into separate worksheets in Excel is important as it ensures structural clarity and enables the effective use of assistive technologies such as screen readers. In particular, this enables screen reader users to navigate the document easily, as they do not have to search through the entire worksheet to reach the next table. It also makes it easier to take in the content when each worksheet contains only a manageable amount of information. Splitting tables across multiple worksheets simplifies navigation for screen reader users and makes it easier to find their way around the document.

How can you implement/check this?

To ensure that your Excel file is accessible in this way, check the structure of the worksheets. Make sure that the content of each worksheet is clearly organised and that each sheet contains only one table.

3.4 Content

A worksheet contains either a table or illustrations, charts and text boxes.

Further information

What does this mean?

Each worksheet should contain only one table. Charts or supporting graphics should not be placed on the same worksheet. 

Why is this important? 

If each worksheet contains only one table and charts and supporting graphics are placed separately, screen readers can interpret the data more efficiently and accurately. This ensures that all users, regardless of their individual abilities, can understand the information in the Excel file more easily. This clear separation of content across different worksheets helps users to interpret the data correctly and enables better accessibility for everyone.

How can you implement/check this?

Check each worksheet in the Excel file to ensure that there is only one table per sheet. Remove any additional tables if necessary. Also check the placement of charts and graphics and ensure that they are not on the same worksheet as the tables. Move them to separate worksheets if necessary.

3.5 Notes

At the top of the worksheet, there is a note regarding any illustrations, charts and text boxes it contains.

Further information

What does this mean?

A note should be inserted in the top-left corner of the worksheet indicating that the worksheet contains illustrations, charts and/or text boxes.

Why is this important? 

Including a note stating that the spreadsheet contains illustrations, diagrams and/or text boxes is essential for people with visual impairments or other disabilities who may not be able to perceive the visual content. By providing such a note, screen readers and other assistive technologies can recognise this information and inform users that visual elements are present. This enables users to prepare for these elements and take appropriate steps to understand the content or use alternative means of accessing the information. This promotes the accessibility of the spreadsheet and ensures that all users, regardless of their individual abilities or limitations, can understand and make use of the information.

How can you implement/check this?

1. Bear the following points in mind to ensure accessibility for all users:
2. Check that the objects on the spreadsheet are labelled appropriately to convey clear information about them.
3. Ensure that labels and descriptions of the objects are precise and detailed.
4. Ensure that focus is provided not only on the cells but also on other important elements.
5. Place the guidance on the available visual elements clearly at the top of the spreadsheet.

3.6 Saving

When you last saved the file, the worksheet that users should start with was selected. Furthermore, in all worksheets, the cell that users should start with (usually A1) is selected.

Further information

What does this mean?

In Excel, the saving behaviour differs from that in Word and PowerPoint. It remembers the last active cell that was in focus for when the file is reopened. This information is stored in the file itself and not locally on the user’s own PC.

Why is this important? 

For blind users, visual orientation in Excel is limited. When opening an Excel file, they lack information about the current worksheet position, the number of previous worksheets and any content preceding the selected cell if they are in the middle of the worksheet. To obtain this information, they must manually explore the entire worksheet using the keyboard. Clearly labelling the first cell (A1) of the first worksheet enables screen reader users to find their way around more quickly and easily.

How can you implement/check this?

These steps ensure that, when the Excel file is opened again, the focus is on cell A1:

1. Click in cell A1 to select it. Alternatively, you can use the keyboard shortcut ‘Ctrl’ + ‘Home’ to jump directly to cell A1.
2. Select ‘Save As’ or ‘Save’ from the menu to save your file.
3. Close the file and reopen it to check that the selection in cell A1 has been saved.

3.7 Heading/Instructions

If there is a visual heading and/or instructions on the worksheet, these will be located in cell A1. The heading corresponds to the worksheet title (in a longer form, if applicable).

Further information

What does this mean?

If a visual heading or instructions are present, these are always positioned in cell A1. The heading placed in cell A1 corresponds to the worksheet title, which may also be provided in a more detailed form where applicable.

Why is this important? 

It enables blind users to find their way around the Excel spreadsheet more easily and to grasp the content more readily. By placing the visual heading and/or instructions in cell A1, screen reader users can quickly identify the information, as most screen readers automatically start at cell A1 and read out the information contained there first. This standardised format ensures that the necessary contextual information for the correct interpretation of the spreadsheet is readily available, regardless of individual limitations. Consistency and clear structuring improve accessibility and ensure equal access to the information in the Excel spreadsheet.

How can you implement/check this?

To ensure that the visual heading and/or instructions are placed in cell A1, you can follow these steps:

1. Check that the heading and instructions are actually in cell A1. Ensure that no other information occupies cell A1.
2. Ensure that the heading and instructions are clear and precise so as to adequately describe the content of the worksheet.

3.8 Freezing

Freezing should be set up appropriately so that column and row headings are always visible.

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Further information

What does this mean?

The freeze feature in Excel allows you to freeze specific parts of a worksheet, such as rows, columns or ranges, to keep them visible whilst scrolling. When users scroll through the worksheet, the frozen areas remain in place, ensuring that headings or important data are always visible. On the other hand, the unpinned areas – those that have not been specifically pinned – can move normally whilst scrolling. This provides a comprehensive view of the data, particularly when the worksheet is large and cannot be displayed in full on the screen.

Why is this important? 

The freeze feature in Excel is crucial for maintaining a quick overview and navigating efficiently, even in large spreadsheets. By freezing columns and rows, important headings remain in view whilst scrolling, which makes it much easier to find your way around the spreadsheet. This helps users find their bearings more quickly and locate the data they need in the spreadsheet without losing track of the bigger picture.

How can you set this up or check it?

To set freezes in Excel and check that they are working correctly, follow these steps:

1. Click on ‘View’ to display the view options.
2. Select the option you need from the various freezing options.
3. To freeze a row, select the relevant area and choose ‘Freeze Top Row’.
4. Then check whether the desired rows or columns have been frozen and whether they behave correctly when you scroll. Make sure that the frozen elements remain in place and that the unfrozen areas can still be scrolled.