Accessibility and Assistive Technology

Creating Accessible Excel Spreadsheets (Web App)

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What is an Alternative Text?

Alternative text, commonly known as “Alt Text,” “Alt Attributes,” “Alt Descriptions,” or “Alt Tags,” is a fundamental principle of accessibility support. Alt text provides descriptive information about images, ensuring that students, staff, and faculty with visual impairments receive the same content as those who can see the image.

Writing effective alt-text is more of an art than a strict formula, as there is no single way to craft it perfectly. This guide will highlight key concepts to consider and offer practical guidance on writing clear, meaningful alt-text for accessibility.

Importance of Alternative Text and Where to Apply It

Alternative text (alt-text) plays a crucial role in digital accessibility by explaining why an image is relevant to the content. Screen reading software reads alt-text aloud, allowing users with visual impairments to understand the context and purpose of the image.

Most digital content and websites support alt-text, ensuring that descriptions remain intact when exported to HTML or PDF. To maintain accessibility, always provide clear and meaningful alt-text for the following elements:

  • Shapes
  • Pictures
  • Charts
  • Diagrams
  • SmartArt
  • Clip Art
  • Tables
  • Screenshots
  • All Other Objects

How to Add Alt-Text to Images, Shapes, and Icons

  1. Right-click the Image, Shape, or Icon
  2. Select “Alt Text…”
Screenshot of an image in Microsoft Excel showing the Southern New Hampshire University logo. A right-click context menu is open with the ‘Alt Text…’ option highlighted in red.
  1. Describe what the Image, Shape, or Icon represents.
Alternative Text dialog box in Microsoft Excel. The description field contains the text ‘The SNHU logo’ and the ‘OK’ and ‘Cancel’ buttons are visible at the bottom.

In this example, you could say, “The SNHU logo”. If the image shape or icon is only decorative, then put a check mark in the box "Mark as decorative" to let the screen reader and user know that the image is not important content.

Run the Accessibility Checker in Excel

  1. Click on the "Review" tab in the top ribbon.
  2. Locate and click the "Accessibility" button to launch the Accessibility Checker pane.
Microsoft Excel ribbon showing the ‘Review’ tab selected. The ‘Accessibility’ button is highlighted with a red border.
  1. Review the issues listed and follow the suggestions provided to make your document more accessible to all users.
Accessibility Assistant pane in Microsoft Excel. A ‘Recheck’ button appears at the top.

For detailed instructions, go to the article: 

How to Use Accessibility Checker in Excel (Microsoft 365 Web App)

For detailed instructions, go to the article: 

How to Create Meaningful Links in Excel (Microsoft 365 Web App)

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