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
4.2. Header
The column header is located in the first row and is marked as "Header". Row headings (if available) are in the first column, which is marked as "First column". Column and row headings are meaningful and easy to understand.
What is meant by this?
A clear structure in tables is achieved using column and row headings. The header displays how the content is organised in the columns, while the "First column" sorts the content within the rows. To ensure that a table can be read out correctly by a screen reader or voice output, the column and row headings should be marked as "Header row" and "First column" respectively.
The "header row" of a table is the top row of the table, which normally contains the column headings. The header row is used to identify and organise the content and structure of the table. It should be displayed on each new page of multi-page tables.
If all column headings are marked as "Header", they help to present the contents of the table clearly and comprehensibly. The same applies to row headings that are marked as "First column". These markings make it possible to perceive the table content correctly and clearly.
Why is it important?
Incorrect formatting of tables can result in the content and structure of the table being unclear or incomprehensible to screen reader users. For example, if column or row headings are not marked as "Header" or "First column", the screen reader cannot interpret the structure of the table correctly and cannot understand the order within the table. As a result, important information may be lost or misunderstood.
If the header of a table is not repeated on every page, this can lead to confusion and misinterpretation of the content.
For complex tables in particular, it can be helpful to repeat the column labels on each page. This repetition provides recipients with better orientation and makes it easier to correctly allocate the contents of the table. Screen reader users also benefit from the repetition of the header, as this is also read out at the top of each page. This means they do not have to constantly remember the column headings or keep returning to the beginning of the table to keep their bearings.
How can I implement/check it?
In Microsoft Excel, the first row of a table is automatically marked as a "header row" if it has been created correctly, otherwise you can proceed as follows:
- Make sure that the first line contains the headings and that the data is arranged underneath.
- Click on the first line and go to the "Table design" tab.
- Tick the "Header" box to select it.
- Click on the first column with the special heading or order.
- Go to the "Table design" tab and select the "First column" option to highlight it.
To check a table for this, proceed as follows:
- Click in the first cell of the table.
- Go to the table design in the menu bar.
- Look for the checkboxes for "Header" and "First column" on the left-hand side of the menu and check whether they are activated.