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Creating Section 508 Compliant Excel Documents

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Title: Creating Section 508 Compliant Excel Documents


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
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

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

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 (!,?_at_/\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 tables 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.html508
  • 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.go
v/
  • Creating Section 508 CompliantExcel Documents
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