5. Cells

Content: Text Cells, Order, Arrangement.

5.1 Text Cells

Text cells that contain only letters should contain only short text entries. These texts are left-aligned, unlike numbers.

Further information

What does this mean?
In Excel, cells are formatted according to their content. If a cell contains only numerical values, these are usually formatted as needed, for example as currency with the appropriate currency symbol, such as the euro or the dollar. Right-aligned numbers in Excel improve visual readability and alignment within columns.

By contrast, cells that contain plain text should be left-aligned to ensure clear readability. Left alignment makes it easier to distinguish text content visually and supports a clear presentation of the data in the table. By following these formatting rules, Excel tables can be made clearer and the data easier to understand.

Why is this important?
Left-aligned formatting is important because it supports users, especially those who use text-to-speech software or a screen reader and/or have difficulty following the flow of text or recognising it. With left alignment, the text within a cell begins at the left-hand edge, making it easier to follow the content. This clear structure improves readability and makes information easier to process, particularly for users with specific needs or reading difficulties.

How can you implement/check this?
To align text to the left, proceed as follows:

1. Select the cell whose alignment you want to check.
2. Then click Home in the menu bar at the top.
3. Look for the Alignment group in the ribbon.
4. In this group, you will find the alignment options, such as left-aligned, centred, and right-aligned.
5. Check which alignment option is currently selected for the text in the cell.
6. The alignment should be left-aligned.

5.2 Order

The contents of cells are arranged in a meaningful order from left to right.

Further information

What does this mean?
The data within an Excel table is arranged so that it can be read logically and intuitively. The information in the cells follows an organised structure from left to right, which typically corresponds to the natural reading flow. This ensures that the information is presented in a comprehensible sequence, thereby improving the readability and interpretation of the data.

Why is this important?
It is important to arrange the contents of cells in a meaningful order from left to right. Users who rely on text-to-speech software or a screen reader, and who need or prefer a clear structure for orientation within the worksheet, can then process the information more easily. This “standard” arrangement also helps screen reader users find their way more quickly, enabling smooth navigation within the Excel table.

How can you implement/check this?
To ensure that the contents of your Excel table are arranged in a meaningful order from left to right and to create a clear structure for easy navigation within the worksheet, you can follow these steps:

1. Make sure that the data in each row is arranged from left to right in a logical order, according to the significance of the information.
2. Check that the order of the column headings matches the contents of the corresponding cells and that the information is well structured.
3. If necessary, adjust the order of the columns and cells to ensure a consistent and clear structure for easy navigation within the worksheet.

5.3 Arrangement

Text cells appear before illustrations, charts, and text boxes on a worksheet and are arranged one below the other in a logical order.

Further information

What does this mean?
In Excel, illustrations, charts, and text boxes can be inserted into tables. If these elements are located on the same worksheet, it is important to arrange them in a logical order. It is recommended that text cells appear before the elements mentioned above in order to ensure the readability and coherence of the information. By following these arrangement principles, the Excel table remains clearly structured and provides a clear presentation of the data and visual elements.

Why is this important?
Placing text cells before visual elements such as illustrations, charts, and text boxes in Excel is particularly important when users rely on text-to-speech software or a screen reader. Since text cells are read aloud first, this arrangement allows screen reader users to process the information smoothly and comprehensibly.

In addition, illustrations and text boxes should be considered supplementary elements of lesser importance in Excel. It is therefore advisable to place them after the main information in text cells in order to maintain the clarity and readability of the table.

How can you implement/check this?
To ensure that text cells are arranged before visual elements such as illustrations, charts, and text boxes, and to check the relevance and structure of the Excel table, you can follow these steps:

1. Check the arrangement of the text cells and ensure that they are positioned before the visual elements.
2. Make sure that illustrations and text boxes are treated as supplementary elements and are placed in the table in such a way that they do not impair readability.
3. Check whether the charts are positioned in a meaningful and logical way in relation to the table data, so that a clear connection and presentation of the data is ensured.