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Excel - Check Accessibility in Excel Tutorial

In this video, you will learn about checking accessibility in Excel.
The video covers how to use the Check Accessibility tool in Office 365 to test the readability of your document.
It shows you how to access the tool in the Review tab and explains how it helps identify errors and accessibility alerts that may hinder comprehension for people with disabilities.
The video also demonstrates how to apply recommended actions to fix issues and provides tips for avoiding common errors, such as using difficult-to-read table styles and lacking descriptive labels.
By following these steps, you can ensure that your Excel document is accessible to all users.
This will help you improve the accessibility of your Excel documents and create a more inclusive user experience.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive overview of the accessibility features available in Office 365 applications, specifically focusing on Excel. It highlights the importance of using the accessibility checker to ensure documents are readable for all users, including those with disabilities.

Chapitres :

Introduction to Accessibility in Office 365
Accessibility is a crucial aspect of document creation, ensuring that all users, including those with disabilities, can understand and interact with content. Office 365 provides tools to help users assess and improve the accessibility of their documents, particularly in Excel.
Using the Accessibility Checker in Excel
The Accessibility Checker is a built-in tool in Excel that allows users to evaluate the readability of their documents. To access this tool, follow these steps: 1. Complete your Excel document. 2. Navigate to the 'Review' tab. 3. Click on 'Check Accessibility'. This tool scans the document for potential readability issues and presents an information pane with inspection results and identified errors.
Understanding Common Accessibility Issues
When using the Accessibility Checker, you may encounter several common errors, including: - Table styles that are not user-friendly - Text with poor contrast - Issues with specified header rows - Merged cells that complicate navigation To address these issues, click the arrow next to an identified problem to view recommended actions. You can apply fixes with a single click or explore more options by clicking the arrow next to an action.
Enhancing Document Clarity
To improve the clarity of your Excel documents, it is essential to use descriptive labels for cells. For instance, instead of labeling a cell simply as 'Phone', use 'Phone Number' to provide clearer context. This practice helps users understand the information they need to input.
Utilizing Data Validation for Input Messages
Excel's data validation feature allows you to create input messages that appear when a cell is selected. This feature can guide users on what information to enter, enhancing the overall accessibility of your document.
Real-Time Accessibility Monitoring
To stay informed about accessibility issues as you work, enable the 'Key Accessibility Checker Running While I Work' option. This feature adds a button to your status bar that tracks accessibility issues in real time. You can click this button at any time to open the information pane and review any concerns.
Conclusion
Ensuring accessibility in Excel documents is vital for inclusivity. By utilizing the Accessibility Checker and implementing best practices, you can create documents that are readable and user-friendly for everyone. Regularly checking for accessibility issues not only enhances the quality of your work but also promotes a more inclusive environment.

FAQ :

What is the Accessibility Checker in Excel?

The Accessibility Checker is a built-in tool in Excel that helps users identify and fix accessibility issues in their documents, ensuring they are readable for people with disabilities.

How do I access the Accessibility Checker in Excel?

To access the Accessibility Checker, go to the Review tab in Excel and select 'Check Accessibility'. This will open the information pane with inspection results.

What types of errors can the Accessibility Checker find?

The Accessibility Checker can identify various errors, including issues with table styles, text contrast, header rows, and merged cells that may affect readability.

How can I fix accessibility issues in my Excel document?

You can fix accessibility issues by clicking on the error in the Accessibility Checker, which will provide recommended actions. You can apply fixes with one click or explore more options.

What is the purpose of descriptive labels in Excel?

Descriptive labels provide clear information about the content of cells, making it easier for users to understand the data and improving accessibility.

Can I receive real-time notifications about accessibility issues?

Yes, by selecting the 'Key Accessibility Checker running while I work' checkbox, you can receive real-time notifications about accessibility issues in your document.

Quelques cas d'usages :

Creating Accessible Reports

When preparing reports in Excel, using the Accessibility Checker ensures that the document is readable for all users, including those with disabilities. This is particularly important in professional settings where inclusivity is a priority.

Data Entry Forms

Incorporating descriptive labels and data validation in Excel forms can enhance user experience and accessibility. This is useful for organizations that collect data from diverse users, ensuring everyone can understand and complete the forms.

Training and Workshops

During training sessions on Excel, demonstrating the use of the Accessibility Checker can help participants learn how to create accessible documents, fostering a culture of inclusivity in the workplace.

Compliance with Accessibility Standards

Businesses can use the Accessibility Checker to ensure their Excel documents comply with legal accessibility standards, reducing the risk of discrimination and enhancing their reputation.

Improving Team Collaboration

By using the Accessibility Checker, teams can create documents that are accessible to all members, including those with disabilities, improving collaboration and communication within the team.

Glossaire :

Accessibility Checker

A tool available in Office 365 applications that allows users to test the readability and accessibility of their documents, ensuring they are usable for people with disabilities.

Excel

A spreadsheet program developed by Microsoft, part of the Office 365 suite, used for data organization, analysis, and visualization.

Review Tab

A section in the Excel ribbon where users can find tools related to document review, including the Accessibility Checker.

Information Pane

A panel that opens to display the results of the Accessibility Checker inspection, including errors and recommendations for improvement.

Error

An issue identified by the Accessibility Checker that may hinder the readability or usability of a document.

Table Style

The formatting applied to tables in Excel, which can affect readability, especially for users with visual impairments.

Data Validation

A feature in Excel that allows users to set rules for what data can be entered into a cell, including input messages that guide users.

Descriptive Labels

Clear and informative names assigned to cells or ranges in Excel to enhance understanding and accessibility.

Status Bar

A horizontal bar at the bottom of the Excel window that displays information about the current document and allows access to certain tools.

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Check accessibility is a tool

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provided in every Office 365 app.

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It allows you to test the

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readability of your document.

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It is advisable to use it once your

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Excel document is finished to test the

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accessibility of an Excel document,

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go to the review tab,

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then check accessibility.

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This tool makes it possible to search

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for information that may be difficult

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to read for people with disabilities

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and information pane opens with the

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results of the inspection and the

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various errors that could prevent

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comprehension to troubleshoot.

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Errors and accessibility alerts.

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Click the arrow next to an issue to

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open the list of recommended actions.

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You can apply a fix with one

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click by clicking an action,

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or click the arrow next to an

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action to see more options.

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Clicking on the error takes you

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directly to the object in question.

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In excel.

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The main errors you'll encounter are

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usually the table style used difficult

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to read text contrast and especially

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on specified header rows and merge cells.

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Also remember to fill in descriptive

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labels in order to have clear and more

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complex information about the cells.

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For example,

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for a phone number,

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a simple name phone will let you

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know what to insert into a cell to

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create a label in the data tab,

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the data validation feature.

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Allows you to insert any input message

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that appears when the cell is selected.

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Give meaningful names to your

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spreadsheets to be notified of accessibility

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issues in your document in real time,

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select the key accessibility checker

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running while I work checkbox.

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The button is then added to your status

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bar and tracks issues while you work.

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Click on it whenever you want

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to open the information pane.

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