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.
6. Text
6.3. Hyperlinks
URL does not appear as plain text. Instead, hyperlinks are inserted, clearly named and easy to understand.
What is meant by this?
A URL (internet address or web address in everyday language) should not simply be copied into a continuous text. Instead, the URL should be integrated using a hyperlink. This should be named with a meaningful and understandable title.
Hyperlinks are clickable links within a document or to other documents, websites or files. A hyperlink can be created in Excel in various ways, for example by adding a link to a specific section of the document, inserting a link to an email or linking a text or image to a web page. Hyperlinks are a useful feature in Excel as they allow you to navigate quickly and easily between different sections of the document or between different documents and resources.
It is also important that such links are not labelled "here" or "this link" or "more information". This designation says nothing about exactly what information is meant and where it can be accessed.
Why is it important?
Clear and precise naming of hyperlinks is very important to improve the approval of websites. If the URL is not replaced by a hyperlink, screen readers and speech output will lecture the complete URL (starting with "http"). It can therefore be very frustrating for screen reader users if the content of the link is not clear and the entire URL is read out instead. This can significantly impair the use of the document and approval of a website.
How can I implement/check it?
To convert URLs into hyperlinks, there are different procedures for Mac and Windows operating systems:
Mac:
- Open the search function by pressing CMD+F.
- Enter the term "http" or "www" in the search field to find URLs in the file.
- Press the ENTER button to go to the URL.
- Is there a URL in the Excel file? Then you should turn this URL into a hyperlink.
- Click on the link with the right mouse button.
- Select the "Link" option in the context menu. A dialogue window opens.
- Under "Text to be displayed" you can enter a clear and easily understandable name for the URL, e.g. consulate homepage.
- Enter the link under "Address".
- Click on "OK" to confirm the process.
Windows:
- Open the search function in Excel by pressing the key combination CTRL+F.
- Enter the term "http", "www" or similar in the search field.
- All URLs that appear in the file as plain text are displayed under the "Results" tab.
- Click on one of the URLs displayed to go to the URL.
- If the URL is in a continuous text, you should make it a hyperlink.
- Select the entire URL and click on the "Paste" tab.
- Select the "Link" button in the "Links" area.
- A dialogue window opens. There you can enter a clear and easily understandable name for the URL under "Text to be displayed", e.g. "Homepage of the consulate".
- Enter the link under "Address" and click on "OK" to save the process.
You can check it by clicking "CTRL" on the link and making sure that it leads to the intended destination.