9 Best Tips for Making Your Google Spreadsheets Accessible for Everyone
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Use Clear and Descriptive Headers
When your spreadsheet has clear, descriptive headers, it becomes much easier for everyone to follow the data. Instead of naming a column "Data" or "Info", use something specific like "Monthly Sales in INR" or "Student Attendance - April 2025". This helps users understand the content at a glance and also supports screen readers in reading the table accurately. Good headers act like labels, making sure no one has to guess what the data is about. If you’re wondering how to structure these headings for better accessibility, you can read more about accessible headings here.
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Maintain a Logical Reading Order
When creating a spreadsheet, make sure the information flows in a way that is easy to follow. Screen readers read from left to right and top to bottom, just like most people naturally do. That’s why your data layout should follow a logical sequence. Avoid merging cells unnecessarily or placing totals at the top of the sheet instead of the bottom. For example, a table listing monthly sales should have consistent columns for each month and rows for product names, followed by a final row for totals. This kind of order helps all users, especially those using screen readers, to move through the data smoothly and without confusion.
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Provide Alternative Text for Charts and Images
Alt text describes the content of a chart or image in words. This is especially helpful for users who can't see visual elements. If you're inserting a chart showing Q1 revenue comparisons, your alt text could say, “Bar chart comparing revenue for January, February, and March with March having the highest revenue.” Keep the description brief but meaningful. It should explain the purpose or takeaway of the visual, not just describe its appearance. For tips on how to write helpful alt text, read more here.
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Ensure Sufficient Color Contrast
Color contrast plays a major role in readability. Some users may have low vision or color blindness, making it difficult to distinguish text from its background. To fix this, use strong contrast combinations like black text on a white background. Avoid using color combinations such as red and green, which can be hard to differentiate for some users. You can also use online contrast checkers to see if your text stands out enough. If you'd like more guidance, check out our guide on color contrast for accessibility.
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Use Accessible Fonts and Formatting
Fonts should be simple, clean, and easy to read. Avoid decorative fonts that may look appealing but are difficult to understand. Fonts like Arial, Calibri, Verdana, and Tahoma are widely recognized as accessible. Also, keep the font size at 12 points or higher for clarity. Use consistent formatting and avoid overusing bold, italic, or underlined text. Good formatting not only improves the look of the sheet but also makes it easier for everyone to process the information. For more useful tips, check out this guide on accessible fonts.
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Include Descriptive Link Text
Whenever you add a hyperlink to your spreadsheet, make sure the link text clearly explains what the link is about. Avoid using text like “Click here” or “More info.” Instead, use something like “Download Sales Report Q2” or “View Company Guidelines.” This helps users know what to expect before clicking and is especially useful for screen reader users.
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Avoid Using Blank Cells for Spacing
It might seem neat to add blank rows or columns to separate sections of your spreadsheet, but this can cause problems for assistive tools. Screen readers may interpret blank cells as the end of a table or skip content that follows. If you need to separate data visually, adjust the row height or add a border instead of inserting empty cells.
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Freeze Header Rows and Columns
Freezing headers is a useful way to keep important labels visible as users scroll through a large spreadsheet. This is helpful for everyone, especially so for users who rely on screen readers or keyboard navigation. To do this, go to the “View” menu and select “Freeze” to lock the top row or left column in place. This ensures users never lose context while reviewing data.
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Test with Accessibility Tools
Once your spreadsheet is ready, it’s smart to test it using accessibility tools. PREP’s accessibility checker is a useful tool you can try. It reviews your document and highlights areas that need improvement for accessibility. This step helps you catch things you might have missed and ensures your spreadsheet is easier to use for everyone. You can learn more about PREP’s accessibility checker tool here.
Discover how to make other document formats accessible in our complete Document Accessibility resource.
