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Using LevelDocs for Microsoft Excel

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This guide describes how to use the LevelDocs add-in for Microsoft Excel. Use it to  test accessibility of an Excel workbook. You must explicitly define relevant ranges as tables to ensure proper support by assistive technologies (AT). 

Before you can access and use the add-in, you must download it and install it. 

On this page:

Start LevelDocs for MS Excel

Use the add-in to remediate accessibility issues across an entire worksheet or within specific cell ranges in an Excel workbook.

To start LevelDocs add-in for Excel:

  1. Open an Excel workbook.
  2. From the Excel toolbar, select LevelDocs. The add-in toolbar (a.k.a ribbon) is displayed.
  3. Select Launch Wizards. It is the second button from the left. Available wizards are listed.
  4. Select the wizard of your choice. 

Notes:  By default, the first option, Accessibility Wizard, is selected. Start there, by defining general settings, or choose another wizard. 

1. Accessibility Wizard: Define the workbook settings

To define global settings for your presentation: 

  1. From the Launch Wizards dropdown, select  Accessibility Wizard.
  2. Define the settings.
  3. Select Apply.

The following table describes settings that affect the whole workbook (Excel document).

Setting Description

Workbook Title

The name shown in the tab when the spreadsheet is opened with a screen reader. It doesn’t affect the layout. By default, Excel uses the title from the Document Title field. If the workbook is new or untitled, the file name is used as the title.

A meaningful name has the following accessibility benefits: 

  • Assists the screen reader users to understand the spreadsheet subject matter before the content is announced.
  • Assists users that have several tabs or applications open, to navigate to a specific spreadsheet  and return to it easily.

Workbook Language

 Required setting. Defines the language of the Excel workbook. Note that different speech engines are defined for screen reader users. A workbook set to the English is announced in the English speech engine, the one set to Spanish is announced in the Spanish speech engine, etc. 

Font Policy List

 Fonts in this list are based on your organization’s accessibility policy. Generally, the default fonts remain in place. Choose a font based on your organization’s accessibility policy. We recommend Sans Serif font families, which are easier to read on-screens. 

Remove Empty Sheets

Remove all blank sheets, i.e., sheets that do not contain any content. When you select and apply this option you will see a deletion warning. Confirm that you want to delete. 

This option affects only the blank sheets.

Remove Italic Formatting

Revert all italics in the presentation to normal text. Italics might be difficult to read by people with visual disabilities, especially when used frequently or in longer blocks of text.

This option affects all the sheets.

Remove Underlines

Remove all underlines in the presentation, and revert the underlined lines to normal text. People with color blindness might perceive text with underlines as links. 

This option affects all the sheets.

Minimum Body Text Font

Define the minimum font size of the body text throughout the Excel document. Select the option, enter the font size, and then select Apply. For example, to set the body text to 16pt, type 16 in the text box next to the option. 

This option affects all the sheets.

As per accessibility standards: 

  • For printed content, use larger font sizes.
  • For digital media, most visually impaired individuals use magnifying software or the zoom option in the application. 

 

2. Sheets Wizard

This wizard allows you to name and describe a sheet, to navigate among sheets,  and to define a cell range within a sheet, for which you want to test accessibility. You can set rows and columns within a sheet, and add a header row or header column.  

To define settings for a sheet:

  1. From the Launch Wizards dropdown, select  Sheets.
  2. Select a sheet you want to work with.
  3. Define the settings. 
  4. Select Apply.  

The following table describes the sheet settings you can define: 

Setting Description

Sheet Name  

The name of the sheet, shown along the bottom edge of the Excel application. 

Note: Excel does not use headings. The closest equivalent is the sheet name. Optionally, you can provide a more descriptive title by entering a value in cell A1, which serves as an internal descriptor without creating any visible change in the sheet.

A meaningful name has the following accessibility benefits: 

  • Assists the screen reader users to understand the spreadsheet subject matter before the content is announced.
  • Assists users that have several tabs or applications open, to navigate to a specific sheet  and return to it easily.

Sheet Description

 Description of the sheet contents or purpose.  

3. Tables Wizard

Excel documents frequently contain complex tables that require accessibility validation, such as header rows, header columns, layout tables, and table descriptions. To discover and remediate table accessibility issues, use our dedicated Tables Wizard. 

The wizard allows you to  define a cell range within a sheet, for which you want to test accessibility. You can set rows and columns within a sheet, and add a header row or header column. All tables must follow proper naming conventions so that their structure and header regions are clearly identified for accessibility mapping.

To define table settings:

  1. From the Launch Wizards dropdown, select Tables.
  2. Select a sheet you want to work with.
  3. Define the table settings. 
  4. Select Apply.  

The following table describes the table settings you can define: 

Setting Description

Rows and Columns

Define a table (range of cells in the sheet) that has both header rows and header columns. Define the appropriate number of rows and columns for each. 

You must explicitly define relevant ranges as tables to ensure proper support by assistive technologies (AT). 

Header Rows

Select the checkbox. Define how many header rows the table should have. Typically, tables have one header row.  When you select Header row option, the header row should be included in the assessed cell range.

Example procedure: 

  1. From the Launch Wizards dropdown, select  Sheets, Tables.
  2. Select a sheet you want to work with. Highlight a range of cells that includes a header row in a table. For example, select A9 to C14.

  3. Select Header Rows.

  4. Select Apply.

  5. Select the range from the top left corner. The selected range and the header row are included in the assessed cell range.

Note: To enable screen readers to understand the information in a single cell, we must refer to header rows and columns. 

Header Columns

Select the checkbox.  Define how many header columns the table should have.  Typically, the value for this setting is set to 1.  

Note: To enable screen readers to understand the information in a single cell, we must refer to header rows and columns. 

4. Images & Links Wizard: Check the graphic elements within a sheet 

Learn how to to check graphic elements and links in your Excel workbook. 

About Images Wizard

Use the Images wizard to perform the following tasks: 

  • Add alternative (Alt) text to images. Alt text describes images and graphics so people with visual impairments can understand them. When a screen reader encounters an image, it reads the alt text aloud. Without Alt text, the user only knows an image is present, not what it shows.
  • Ensure that existing Alt text is preserved. 
  • Set an image as decorative. 
  • Detect graphic elements in cells, such as images, icons, shapes, SmartArt and 3D models.  
  • Navigate between graphic elements, using the First, Previous, Next or Last button in the wizard.  The graphic elements follow the order of when the graphic element was added, regardless of its position in the Excel sheet. 

  • Images are detected by the wizard, with and without alt text → Image inserted in a cell are not detected by the wizard (Accessibility checker will take them into account and if there are no alt text, it will be reported as an issue)

To display the Image Wizard: 

  1. From the Launch Wizards dropdown, select  Img&Links Wizard.
  2. Select the Images tab. 
  3. Select a sheet you want to work with. 
  4. Define the settings. 
  5. Select Apply.  

About Links Wizard

Use the Links wizard to  perform the following tasks: 

  • Detect links.

  • Navigate between links using the First, Previous, Next or Last button in the wizard. 

  • Define these link properties: Enter Link Text to Display, Enter URL, Enter Link Tooltip. 

To display the Links Wizard: 

  1. From the Launch Wizards dropdown, select  Img&Links Wizard.
  2. Select the Links tab. 
  3. Select a sheet you want to work with. 
  4. Define the settings. 
  5. Select Apply.  

To check and fix accessibility of links:

  1. Open the sheet with links you want to check.
  2. Select Validate Report on the toolbar. 
  3. If there are links with accessibility issues, for example, a link does not have Alt text, select Fix. 
  4. Follow the on-screen prompts too correct the issue, for example, add Alt text. 
  5. Select Reload Tab.  The issue is now fixed. 

5. Contrast Wizard: Configure color settings 

Use the Contrast Wizard to perform these tasks: 

  • Detect and fix color contrast issues. 
  • Keep the default values or set new text and background colors. 
  • Navigate between color contrast issues using the First, Previous, Next or Last button in the wizard.

To set the color settings:

  1. Launch the Contrast Wizard. The wizard opens a panel on the right side of the screen.
  2. Select the sheet for which you want to set the ratio.
  3. Define the Text Color and Background Color.
    1. Choose a color for each by selecting the radio button and using the color picker.
    2. Select OK. The Contrast Ratio is displayed. It shows whether the combination passes accessibility standards. Results indicate Pass or Fail, and compliance with WCAG AA and AAA levels.
    3. Select Recommended Colors to ensure that the ration is acceptable.   
  4. Select Apply to Selection.
  5. Repeat the process for all the sheets in the Excel document.

To fix color contrast issues in an open Excel document; 

  1. From the LevelDocs toolbar, select Validation Report, to generate a report.  The issues that need to be fixed are listed. 
  2. Expand the Contrast list of issues, by selecting the down arrow. 
  3. Select Fix. 

6. Validation Reports: Configure accessibility reports

Use the Report panel to perform these tasks: 

  • Run automated accessibility checks across your Excel workbook.

  • Configure validation settings to match organizational standards.

  • View issue summaries and detailed findings in-context. 

  • Export reports in the HTML format.

  • Navigate between color contrast issues using the First, Previous, Next or Last button in the wizard. 

To generate a report: 

  1. From the toolbar, select Validation report. Alternatively, open a wizard. 

  2. Select the Report button. The Report panel is displayed. 

  3. Choose the type of report you want to run. 

  4. Select the check box next tot he otpions you want to enable: 

  5. Select Run report, print an accessible PDF, you must define the print area. 

7. Generate an accessible PDF

Before you can print an accessible PDF, you must set the print area.  Excel keeps that selected area as long as the document is open.

To generate an accessible PDF from your Excel file:

  1. Open your Excel file.
  2. Launch the LevelDocs add-in. The LevelDocs toolbar is displayed. 
  3. Select the cells you want to define as the print area. 
  4. On the LevelDocs toolbar, select the Set print area button.
  5. Under Launch Wizards, select Accessibility Wizard. 
  6. Select Generate PDF. The Generate File panel opens on the right. 
  7. Define the following settings:
    1. Select Folder: Select the three-dot button to choose where to save the file.
    2. Document Title: Enter the title of the presentation.
    3. Document Language: Choose the language of the presentation.
    4. Under Choose your Stamp:
      1. In the Design tab, select one of the three available options.
      2. Then, select the Position and Location tab, and choose where in the file you want the stamp to appear. You can choose one of the four corners of the page.
  8.  Select Generate File to save the output to your selected folder. 

LevelDocs toolbar in the Excel add-in

The following table describes the options have on the LevelDocs toolbar for Excel.  Use them to complete a chosen task. 

Toolbar option

Description

Launch Wizards

Select a wizard of your choice. 

Protect sheet 

Ensure that the sheet is secure and protected from modifications. 

  1. Select Protect sheet. 
  2. Enter a protection password.
  3. Select Save Changes. 

Protect all sheets 

Ensure that all sheets are secure and protected from modifications. 

  1. Select Protect all sheets. 
  2. Enter a protection password.
  3. Select Save Changes. 

Unprotect sheet 

Unlock the protected sheet. 

  1. Select Unprotect sheet. 
  2. Enter a protection password.
  3. Select Save Changes. 

Unprotect all sheets

 Unlock all the protected sheets. 

  1. Select Unprotect all sheets. 
  2. Enter a protection password.
  3. Select Save Changes. 

Right to Left

Define display order of columns in the sheet, from right to left. If the Left to Right order is A-Z, the reverted Right to left order is Z-A.  

Left to Right

 Define display order of columns in the sheet, from left to right. If the  Right to Left order is Z-A, the reverted Left to Right order  is A-Z.  

Zoom to used range

 Applies the zoom setting. 

Set Batch Alt text

Use this option for repeated elements, such as company logos. 

  1. Select Set Batch Alt text. 
  2. Enter the Alt text. 
  3. Select Save Changes. Alt text is applied to all graphic elements in the Excel document (workbook).
  • 25 % Zoom
  • 50 % Zoom
  • 75 % Zoom
  • 100 % Zoom

 

 Applies the chosen zoom setting to to the active worksheet used range. 

Delete empty columns

 Removes all empty columns that appear before the first column with content (first column that is not empty).

Hide/Unhide

The Show/Hide feature  helps you to hide unused cells or ranges, and thus reduce the number of navigable cells for assistive technology (AT) users. 

Select the button on the ribbon, and then select the desired option: 

  • Hide unused range
  • Unhide unused range
  • Hide unused range for the entire Workbook
  • Unhide unused range for the entire Workbook

Validation report

Display the panel that allows you to configure accessibility validation reports for your Excel workbook. The validation feature provides these following capabilities:

  • Run automated accessibility checks across your Excel workbook.

  • Configure validation settings to match organizational standards.

    • General: 

      • File formats check

      • Empty worksheets check

    • Headings

      • Headings hierarchy check

    • Graphics and hyperlinks

      • Graphical elements and hyperlinks checks

    • Tables

      • Tables validation check

  • View issue summaries and detailed findings in-context.

  • Export reports in the HTML format.

Generate PDF

Display the Generate File panel. Define the folder where the accessible PDF will be saved, as well as its title, and language. Optionally, configure the stamp for the first page of the accessible PDF. 

Note: LevelDocs generates both a standard PDF and a PDF/UA-compliant version, saved with the _PDFUA suffix in the file name. 

Set print area

 Select the cells you want to define as the print area. Then, select the Set print area button from the LevelDocs toolbar.

 

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