Click OK. To change the text of a hyperlink, do the following: Select the link, and then, on the Insert tab, in the Links group, click Hyperlink to open the Insert hyperlink dialog box. In the Text to display box, make any necessary changes to the text. Click OK. Additionally, you can include ScreenTip text that appears when your cursor hovers over a hyperlink, and can be used in a similar way to alt text. To add ScreenTip text, do the following: Place your cursor in the hyperlink you want to add ScreenTip text to. On the Insert tab, in the Links group, click Hyperlink to open the Hyperlink dialog box. Click ScreenTip. Type in your text in the ScreenTip text box. Click OK. Avoid using blank cells, rows, or columns for formatting Blank cells, rows, or columns could mislead someone using a screen reader into thinking that there is nothing more in the table. You can fix this by removing unnecessary blank cells, rows, or columns. Other principles Spell check is not automatic as it is in Word/PowerPoint. Make sure to spell check each sheet. Do not use color alone to convey information. Inaccessible Accessible Table ‘Headers’ If your spreadsheet includes tables, there is a special way to add table ‘header’ information that will be read in some screen readers. Tables can be identified with formula names of Title, TitleRegion, and others.
These formulas do not update when the table changes, so be sure your table is complete first. This only works for a single level of headers. Complex tables will need to be simplified or restructured. One table per sheet: For sheets with one table only, select the cell in the upper-left corner of the table (not the table title). In Windows, select Formulas> Define Name and the New Name dialog opens. In Mac, select Insert> Name> Define and the Define Name dialog opens. In the Name field, replace the existing text with one of the following 3 values, depending on your table layout: If the table has column and row headers, enter Title If the table has row headers only, enter RowTitle If the table has column headers only, enter ColumnTitle Don't Confuse "Column" and "Row" headers. Remember that ColumnTitle is for vertical headers and RowTitle is for horizontal headers. Also be sure to type RowTitle or ColumnTitle as one word, without a space. After entering the correct value in the Name field, select Ok. Although the initial text is still visible, accessibility information has been added for a screen reader user. Only add a Name to the first cell in the table. Do not repeat this step for other header cells within the same table. Multiple tables per If a single has multiple tables, if the table has sortable columns, or if you want to specify an explicit beginning and end of a table, you need to use TitleRegion. Select the cell in the upper-left corner of the table (not the table title). In Windows, select Formulas> Define Name and the New Name dialog opens. In Mac, select Insert> Name> Define and the Define Name dialog opens. In the Name field, enter TitleRegion followed by the following 4 values (no spaces, separated by periods):
Unique number within the sheet (e.g., 1 for the first table) First (upper-left) cell in the table (e.g., A2) Last (lower-right) cell in the table (e.g., C5) Sheet number (e.g., 2 for the second tab in the workbook) The above table Name would be TitleRegion1.A2.C5.2 Note: RowTitleRegion or ColumnTitleRegion can be used for tables that only have row or column headers. After entering the correct value in the Name field, select Ok. This table is now accessible. Repeat this process for every table on the sheet, remembering to select the upper-left corner cell of each new table. Deleting formula names You may occasionally create a formula name for the wrong field or give a single cell more than one name. These unnecessary formula names should be removed. To remove formula names in Windows, select Formulas> Name Manager. In Mac select Insert> Name> Define. Then choose the desired name and select Delete. Include closed captions for any audio or video If you use additional audio or video components in a workbook, ensure that the content is available in alternative formats for users with disabilities, such as closed captions, transcripts or alt text. Accessibility Barriers The ribbon style menu layout may make navigation difficult for screen reader users. Graphs and charts are inaccessible to screen reader users.