Section 508 Compliance for Excel Documents: Design Guidelines

1. Creating Section 508 CompliantExcel Documents ASPA Web Communications and New Media Division

2. Excel Class Objectives • After completing this class you will be able to: • Describe the four steps for making Excel spreadsheets Section 508 compliant: • Labeling Column and Row headers • Properly creating charts • Adding text descriptions to images and charts in the form of captions • Making comments and hidden notes accessible • Test each Excel document for accessibility

3. Module 1 – Introduction and HHS Document Requirements Creating Section 508 CompliantExcel Documents

4. Layout and Formatting Requirements • Merged cells should not be used within the data section of the table [ideally not at all]

5. 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

6. 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

7. 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 Requirements

8. Layout and Formatting Requirements • All worksheets should be absent of flickering/flashing text and/or animated text • All 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)

9. Text Boxes or Graphics (with embedded text) are not accessible Text Boxes are form objects – not text in a cell Layout and Formatting Requirements

10. Layout and Formatting Requirements Color should not be used to as the primary means of emphasis [use an asterisk, border, or other identifier].

11. Layout and Formatting Requirements Changes must be accepted or rejected Track changes must be turned off

12. Image Requirements • All worksheets with multi-layered objects must be flattened into one image and use one alternative text (alt text) for this image

13. 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

14. Image Requirements • Complex images (i.e. charts, graphs, flowcharts, etc.) must have descriptive text immediately after the image

15. 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

16. 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)

17. 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

18. 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

19. 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?

20. Excel Best Practices Use Document Properties Summary tab Shows document creator and ownership Gives author of the document Further contact information

21. Accommodations Some Excel workbooks cannot be made fully compliant (e.g. VBA applications) In this case, the workbook must be as accessible as possible An accommodation may be offered if approved by the OPDIV 508 coordinator and ASPA.

22. Overview You have completed Module 1 You can now describe the HHS requirements when creating an Excel document

23. Module 2: Designing Accessible Excel Documents Creating Section 508 CompliantExcel Documents

24. 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

25. Labeling Columns and Rows • Two methods for labeling Row and Column headers • Method One: • Highlight the table and from the Format tab select Auto Format • Select a template from those provided • Select the OK button.

26. Labeling Columns and Rows • Method Two: • Highlight the Row or Column headers and from the Insert tab select Name and then select Label • The Label Ranges screen appears with the range that was highlighted. Select the Add button • The label range appears with the Existing label ranges field • Notice that the Column labels radio button is selected • Select the OK button

27. Labeling Columns and Rows • Important: • Title all tables • Facilitates table identification • Helps reader understand the table’s purpose • Make sure headers are associated with Rows and Columns • Whenever possible, avoid using two or more data tables on the same worksheet

28. Freeze Pane for Column Headers • 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. • To lock both rows and columns, click the cell below and to the right of where you want the split to appear. • On the Window menu, click Freeze Panes. • To unlock rows, click Unfreeze Panes on the Window menu.

29. Freeze Pane for Column Headers

30. Creating a Chart • Apply Legend • A legend acts as a keyed index • Apply Title • Title the chart • Title the X axis and Y axis

31. 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

32. Adding Alternative Text • Add alternative text to images by using the Format Picture tool • Right click on the image and select Format Picture from the drop down menu • Select the Web tab and then add alternative text in the Alternative Text: box

33. 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

34. Internet and Excel • You can put Excel spreadsheets directly on the Web in their native format • Some commercial products are available • You can re-create the tables from scratch using an HTML editor • From an accessibility standpoint, option C is preferable

35. Module 3: Test and Remediate Excel Documents Creating Section 508 CompliantExcel Documents

36. Excel Testing Overview When testing your Excel documents look for: Column and Row Headers Charts Images Alternative Text Comments and Notes Worksheet Titles

37. 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

38. Test Charts Check for proper labeling: Title Legend Axis

39. 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

40. 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

41. Check Worksheets For Titles Worksheet titles should accurately describe content

42. 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

43. Summary • You have completed Creating Accessible Excel Documents • You have learned the four steps for making Excel spreadsheets Section 508 compliant: • Label Column and Row headers • Properly create charts • Add text descriptions to images and charts in the form of Alternative (Alt) text or captions • Make comments and hidden notes accessible • Test each document for accessibility

44. Resources - Government • Web Communications & New Media Division http://www.hhs.gov/web/policies/index.html#508 • HHS 508 Training – contact your Webmaster • Federal Government 508 Policy, Training and Resources http://www.section508.gov/

45. ASPA Web Communications and New Media Divisionhttp://www.hhs.gov/web/http://508.hhs.gov/ Creating Section 508 CompliantExcel Documents