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Users who are blind rely on software called a screen reader to interact with spreadsheets.

• Screen readers will听read the cell number听as users navigate from cell to cell (e.g., 鈥淕rand Total A 23").
• Spanned cells will be identified by a screen reader (e.g., 鈥淏udget A1 through G1鈥�). If content spans multiple cells visually,听these cells should be merged.听To merge cells, select听Home听and the听Merge听尘别苍耻.

Merged cells should not be used in tables. They can be confusing for screen reader users who expect one row and/or column header for each cell.

• A screen reader user will usually听start with the first cell (A1),听so this is a good place to put important information about the sheet.
• Be careful with听empty rows and columns.听While they may sometimes be necessary to visually separate data,听they can cause a screen reader user to think the sheet has ended,听even when it has not.

• While images can be given alternative text in the same way as other Office tools (), they can sometimes听introduce reading order issues听and should typically听not be added to spreadsheets.
• Charts cannot be given alternative text.听Ensure the data used to create the chart is available and clearly structured, and preferably precedes the chart.

• 听Spell check is not automatic听as it is in Word/PowerPoint. Make sure to spell check each sheet.
• Do not use color alone to convey information.

If your spreadsheet includes tables, there is a special way to听add table 鈥榟eader鈥� information听that will be read in some screen readers. Tables can be identified with formula names of听Title, TitleRegion,听and others.

• These formulas听do not update when the table changes,听so be sure your table is complete first.
• This听only works for a single level of headers.听Complex tables will need to be simplified or restructured.

For sheets with one table only, select the cell in the听upper-left corner of the table听(not the table title).

In听Windows,听select听Formulas> Define Name听and the听New Name听dialog opens. In听Mac,听select听Insert> Name> Define听and the听Define Name听dialog opens.

In the听Name听field, replace the existing text with听one of the following 3 values,听depending on your table layout:

• If the table has column and row headers, enter Title
• If the table has row headers only, enter RowTitle
• For sheets with one table only, select the cell in the听upper-left corner of the table听(not the table title).

Don't Confuse "Column" and "Row" headers. Remember that听ColumnTitle听is for听vertical听headers and听RowTitle听is for听horizontal听headers. Also be sure to type听RowTitle听or听ColumnTitle听as one word,听without a space.

After entering the correct value in the听Name听field, select听Ok.听Although the initial text is still visible, accessibility information has been added for a screen reader user.

Only add a听Name听to the first cell in the table.听Do not repeat this step听for other header cells within the same table.

If a single sheet has听multiple tables,听if the table has听sortable columns,听or if you want to specify an听explicit beginning and end听of a table, you need to use听TitleRegion.

Select the cell in the听upper-left corner of the table听(not the table title). In听Windows,听select听Formulas> Define Name听and the听New Name听dialog opens. In听Mac,听select听Insert> Name> Define听and the听Define Name听dialog opens.

In the听Name听field, enter听TitleRegion听followed by the听following 4 values听(no spaces, separated by periods):

1. Unique number within the sheet (e.g.,听1听for the first table)
2. First (upper-left) cell in the table (e.g.,听A2)
3. Last (lower-right) cell in the table (e.g.,听C5)
4. Sheet number (e.g.,听2听for the second tab in the workbook)

The above table听Name听would be听TitleRegion1.A2.C5.2

Note:听RowTitleRegion听or听ColumnTitleRegion听can be used for tables that only have row or column headers.

After entering the correct value in the听Name听field, select听Ok.听This table is now accessible.听Repeat this process听for every table on the sheet, remembering to select the听upper-left corner cell听of each new table.

You may occasionally create a formula name for the wrong field or give a single cell more than one name. These unnecessary formula names should be removed

• To remove formula names in听Windows, select听Formulas> Name Manager.听In听Mac听select听Insert> Name> Define.

• Then choose the听desired name听and select听Delete.