Accessible Excel (implementation guide)
The implementation aid Excel barrier-free serves as support for the Excel barrier-free checklist. The order of the aspects and the structure according to categories are the same.
Under the heading "What is meant by this? " you will find a detailed description of the aspect to be ticked off. The section "Why is it important?" describes which barriers you are removing with the respective aspect and for which groups of people this is essential. Finally, under the heading "How can I implement/check this?" you will find detailed instructions on how to implement or check the respective aspect.
4. Table
4.1. Labelling/names
Tables are labelled as such, have a clear name and a meaningful caption.
What is meant by this?
In Excel, labelling tables means that they are highlighted using special formatting or design elements to distinguish them from other data areas. A unique name is assigned to the table to make it easy to identify and address, especially when referenced in formulas or other parts of the worksheet. Meaningful labelling refers to the clear and precise designation of the table that describes its content or function in an understandable way to enable a quick overview.
Why is it important?
Correct labelling of tables in Excel enables screen reader users to interpret the tabular data effectively. Without appropriate labelling, the content structure of the table can remain unclear for screen reader users, which can lead to difficulties in data capture and interpretation.
A precise and meaningful table heading makes it easier to quickly grasp the table content and helps users to decide whether the table is relevant to them. In addition, table labelling should be clear and comprehensible in order to ensure unambiguous allocation and efficient understanding. Clear and precise labelling of tables helps to avoid misunderstandings and confusion, especially when several tables are contained in one Excel document. These measures ensure the effective use of table data for both sighted people and screen reader users.
How can I implement/check it?
Label tables in Excel as follows:
- Select the area that you want to format as a table.
- Go to the "Insert" tab and select the "Tables" option.
- Tick the "Table has heading" box and confirm by clicking on "OK".
- The selected area is now formatted as a table.
- Once the table has been selected, you can make further configurations and adjustments in the "Table" tab.
When selecting headings or table captions, you should follow a few principles to ensure that they are appropriate to the content and easy to understand:
- Describe the content precisely: The heading or caption should be short and concise and describe the content of the worksheet or table.
- Use clear and simple language: Avoid technical jargon and instead use language that is easy for the target group to understand.
- Use keywords: Use relevant keywords that give readers an idea of what to expect on the spreadsheet or in the table.
- Use formatting: Use a larger font size or bold type to emphasise the heading or caption and make it easier to read.
- Check accuracy: Make sure that the information in the heading or labelling is correct and does not lead to misunderstandings.
- Avoid repeated labelling: Avoid repeating captions or headings in the document to avoid confusion.
- Consider the target group: Make sure that the headline or labelling is tailored to the needs and knowledge of the target group.
- Use the correct spellings and symbols: Use correct spelling and grammar, and use symbols and abbreviations that are understood by the target audience.
By taking these principles into account, you can create headings and table captions that are appropriate to the content and easy to understand.