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