Structuring and Formatting Workbooks for Accessibility Instructions (macOS and Windows)

Screen Readers and Excel

Users who are blind, have low vision, or have different learning abilities may rely on screen readers to interact with documents like spreadsheets.

Screen readers will read the cell number as users navigate from cell to cell (e.g., “Grand Total A 23").
Spanned cells will be identified by a screen reader (e.g., “Budget A1 through G1”). If content spans multiple cells visually, these cells should be merged. To merge cells, select Home and the Merge menu.

screenshot of Merge button on home ribbon

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

Source: NCDAE Cheatsheets © NCDAE

Header Row in Excel

If your spreadsheet includes tables, there is a special way to add table ‘header’ information that will be read in some screen readers. Tables can be identified with formula names of Title, Title Region, and others.

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

Source: NCDAE Cheatsheets © NCDAE

One Table per sheet

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

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

screenshot of Name field within the New Name dialog

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

If the table has column and row headers, enter Title
If the table has row headers only, enter RowTitle
If the table has column headers only, enter ColumnTitle

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

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

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

Source: NCDAE Cheatsheets © NCDAE

Multiple Tables per Sheet

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

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

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

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

screenshot of New Name dialog with correct info entered to match table

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

Note: Row Title Region or Column Title Region can be used for tables that only have row or column headers.

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

Deleting formula names

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 Windows, select Formulas> Name Manager. In Mac select Insert> Name> Define.

screenshot of Define Name dialog, highlighting the Delete button

Then choose the desired name and select Delete.

Source: NCDAE Cheatsheets © NCDAE

Why Use "Format as Table?"

Formatted tables provide structure so screen readers can associate data cells with their headers.

Step 1: Select your data range (include header row).
Step 2: Home → Table Design → Quick Styles and pick a style.

Using Format as Table in Excel.

Step 3: Confirm “My table has headers.”

Step 4: Check color contrast with the Accessibility Checker (Review > Check Accessibility) or WebAim Color contrast checker.

Summary: Formatted tables make data organized, accessible, and easy to filter/navigate.

Sources

Microsoft. Accessibility Best Practices with Excel Spreadsheets. Microsoft Support. Accessed February 13, 2026. Accessibility best practices with Excel spreadsheets.

National Center on Disability and Access to Education. “Creating Accessible Microsoft Excel Documents (Mac and Windows).” NCDAE Cheatsheets. Accessed February 2, 2026. NCDAE Cheatsheets

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