creating section 508 compliant excel documents aspa web communications and new media division

Creating Section 508 CompliantExcel Documents

ASPA Web Communications and New Media Division

Excel Class ObjectivesAfter completing this class you will be able to:

Describe the four steps for making Excel spreadsheets Section 508 compliant:

1. Labeling Column and Row headers2. Properly creating charts3. Adding text descriptions to images and charts

in the form of captions4. Making comments and hidden notes

accessible Test each Excel document for accessibility

Module 1 – Introduction and HHS Document Requirements

Creating Section 508 CompliantExcel Documents

Layout and Formatting Requirements Merged cells should not be used within the data

section of the table [ideally not at all]

Layout and Formatting Requirements All active worksheets in the workbook should have

clear and concise names that allows the user (and screen reader) to identify the source and contents of the table

Layout and Formatting Requirements Tables should be prefixed with the table name and

table number (if applicable) This information should be separated from the actual

data table so that the screen reader can present it prior to reading the data table

Layout and Formatting Requirements Table header rows are formatted to repeat on the top

of the table is it goes from one page to another This will allow the screen reader to re-state the

header information to the user as the table continues from one page to another

Layout and Formatting RequirementsAll worksheets should be absent of

flickering/flashing text and/or animated textAll hyperlinks should display the fully qualified

URL (i.e. http://www.hhs.gov, not www.hhs.gov)

All hyperlinks should be active (i.e. validate to an active and correct Web destination)

Layout and Formatting Requirements Text Boxes or Graphics

(with embedded text) are not accessible

Text Boxes are form objects – not text in a cell

Layout and Formatting Requirements Color should not be used to as the primary means of

emphasis [use an asterisk, border, or other identifier].

Layout and Formatting Requirements Changes must be

accepted or rejected Track changes must be

turned off

Image Requirements All worksheets with multi-layered objects must be

flattened into one image and use one alternative text (alt text) for this image

Image Requirements [Charts] Charts are a collection

of accessible objects and are not grouped

All charts should have a Title, Legend and Axis labels associated with them

This will give users a number of references point to use in order to correctly interpret the information being presented

Image Requirements Complex images (i.e. charts, graphs, flowcharts, etc.)

must have descriptive text immediately after the image

Table Requirements Tables should have a logical layout of the

information based on rows and columns Tables should be oriented so that they are

read from left to right and top to bottom Tables should have clear, concise and readily

identifiable row and column headers

Table Requirements Data in a table should be absent of merged

cells Merged cells are only acceptable in the

header row of the data table Row/column headers should start in the first

left-hand column of the data table (not the worksheet)

Excel 508 Requirement A separate accessible alternative version of

the document should be provided when there is no other way to make the content accessible

Excel Best Practices When practical, formula cells that affect

cells in other worksheets should be indicated with a notation in a cell in order to alert users of the functionality

Excel Best Practices The document must utilize the

recommended fonts i.e. Times New Roman, Verdana, Arial, Tahoma and Helvetica

The document file name must be concise, generally be limited to 20-30 characters, to make the content of the file clear in the context in which it is presented [required for web posting]

The document file name must not contain spaces or special characters (!,;:?{}@/\=+parentheses?

Excel Best Practices Use Document

Properties Summary tab Shows

document creator and ownership Gives author of

the document Further contact

information

AccommodationsSome Excel workbooks cannot be made fully

compliant (e.g. VBA applications) In this case, the workbook must be as

accessible as possibleAn accommodation may be offered if

approved by the OPDIV 508 coordinator and ASPA.

Overview You have completed Module 1 You can now describe the HHS

requirements when creating an Excel document

Module 2: Designing Accessible Excel Documents

Creating Section 508 CompliantExcel Documents

Labeling Columns and Rows Headers

Provides information about the column or row cells and how they relate to one another

Row Headers Defined in the first

column Column Headers

Defined in the first row

Labeling Columns and Rows Two methods for

labeling Row and Column headers

Method One:1. Highlight the table and

from the Format tab select Auto Format

2. Select a template from those provided

3. Select the OK button.

Labeling Columns and Rows Method Two:

1. Highlight the Row or Column headers and from the Insert tab select Name and then select Label

2. The Label Ranges screen appears with the range that was highlighted. Select the Add button

3. The label range appears with the Existing label ranges field

Notice that the Column labels radio button is selected

4. Select the OK button

Labeling Columns and Rows Important:

1. Title all tablesa. Facilitates table identificationb. Helps reader understand the table’s purpose

2. Make sure headers are associated with Rows and Columns

3. Whenever possible, avoid using two or more data tables on the same worksheet

Freeze Pane for Column Headers1. To lock rows, select the row below where you want the split

to appear. To lock columns, select the column to the right of where you want the split to appear.

a. To lock both rows and columns, click the cell below and to the right of where you want the split to appear.

b. On the Window menu, click Freeze Panes. 2. To unlock rows, click Unfreeze Panes on the Window

menu.

Freeze Pane for Column Headers

Creating a ChartApply Legend

A legend acts as a keyed index

Apply Title Title the chart Title the X axis and

Y axis

Adding Alternative Text Alternative Text

Alternative Text must be considered for all images other than charts

Provides a text description of an image or graphic Informative Images

Information conveyed by way of the image needs a text equivalent

An example of a informative image is a flowchart or graph

Descriptive Images Provide basic information about the image An example of a decorative image is a logo

Adding Alternative Text

Add alternative text to images by using the Format Picture tool1. Right click on the

image and select Format Picture from the drop down menu

2. Select the Web tab and then add alternative text in the Alternative Text: box

Making Comments Accessible From the Insert tab

Comments can be added to a data cell Comments added with the

Comment tool are not accessible

Comment tool text is not searchable

To be accessible Comments must be added as text in a cell instead of using the Comment Word tool. Add the comment as a

note Identify the cell(s) to which

the comment refers

Internet and ExcelA. You can put Excel spreadsheets directly on

the Web in their native formatB. Some commercial products are availableC. You can re-create the tables from scratch

using an HTML editor From an accessibility standpoint, option C is

preferable

Module 3: Test and Remediate Excel Documents

Creating Section 508 CompliantExcel Documents

Excel Testing OverviewWhen testing your Excel documents look for:

Column and Row Headers Charts Images

Alternative Text Comments and Notes Worksheet Titles

Check Excel Document Column and Row Headers must be labeled Check for merged cells in headings and rows Ensure that tables spanning multiple pages have

headings that associate with each page Only one data table per worksheet is highly

recommended

Test ChartsCheck for proper labeling: Title Legend Axis

Test Alternative Text All images and charts

require alternative text

Alt Text is applied and checked in the same way as Word in the Format Picture menu

Test Comments and Notes Check that comments and notes are not hidden Formula cells that affect and change cells in the

worksheet or other worksheets must be indicated with a notation in a cell in order to alert users of the functionality

Check Worksheets For TitlesWorksheet titles should accurately

describe content

Remediate Legacy Office Documents To remediate legacy Excel, PowerPoint or Word

documents, do the following: Save the legacy document in current HHS MS

Office version. Test the document Use simple remediation tools and procedures such

as: Format Picture tool to add alternative text to images Remove comments in Comment tool and make them

text cells Check charts and make accessible

Save the document using a different file name

Summary You have completed Creating Accessible

Excel Documents You have learned the four steps for making

Excel spreadsheets Section 508 compliant:1. Label Column and Row headers2. Properly create charts3. Add text descriptions to images and charts in

the form of Alternative (Alt) text or captions4. Make comments and hidden notes accessible

Test each document for accessibility

Resources - GovernmentWeb Communications & New Media Division

http://www.hhs.gov/web/policies/index.html#508

HHS 508 Training – contact your WebmasterFederal Government 508 Policy, Training and

Resources http://www.section508.gov/

ASPA Web Communications and New Media Division

http://www.hhs.gov/web/http://508.hhs.gov/

Creating Section 508 CompliantExcel Documents