Creating Section 508 Compliant Excel Documents

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Creating Section 508 CompliantExcel Documents

• ASPA Web Communications and New Media Division

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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

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Module 1 Introduction and HHS Document
Requirements

• Creating Section 508 CompliantExcel Documents

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Layout and Formatting Requirements

• Merged cells should not be used within the data
  section of the table ideally not at all

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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

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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

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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

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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)

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Layout and Formatting Requirements

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

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Layout and Formatting Requirements

• Color should not be used to as the primary means
  of emphasis use an asterisk, border, or other
  identifier.

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Layout and Formatting Requirements

• Changes must be accepted or rejected
• Track changes must be turned off

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Image Requirements

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

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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

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Image Requirements

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

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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

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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)

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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

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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

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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?

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Excel Best Practices

• Use Document Properties Summary tab
• Shows document creator and ownership
• Gives author of the document
• Further contact information

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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.

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Overview

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

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Module 2 Designing Accessible Excel Documents

• Creating Section 508 CompliantExcel Documents

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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

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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.

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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

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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

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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.

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Freeze Pane for Column Headers
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Creating a Chart

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

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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

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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

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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

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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

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Module 3 Test and Remediate Excel Documents

• Creating Section 508 CompliantExcel Documents

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Excel Testing Overview

• When testing your Excel documents look for
• Column and Row Headers
• Charts
• Images
• Alternative Text
• Comments and Notes
• Worksheet Titles

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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

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Test Charts

• Check for proper labeling
• Title
• Legend
• Axis

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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

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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

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Check Worksheets For Titles

• Worksheet titles should accurately describe
  content

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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

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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

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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/

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ASPA Web Communications and New Media
Divisionhttp//www.hhs.gov/web/http//508.hhs.go
v/

• Creating Section 508 CompliantExcel Documents