Structure guidelines

Create a helpful structure for all data tables using accessible guidelines

Most Excel spreadsheets include one or more sets of data, which are typically laid out in table format with headers for the columns or rows, or both. Concise header information is imperative so individuals with disabilities can use assistive technology to read them and understand the data set.

Note: The methods below will not automatically update headings when new rows or columns are added. Add data and labels to the table first, then define the headers. This method only applies to a single level of headers. Complex tables will need to be simplified or restructured.

Defining headers for sheets with multiple unique datasets

Steps

1. Select the cell in the upper-left corner of the dataset.
   Note: this will generally be the first cell in the second or third row of the Excel sheet since the first row typically contains the data set title.
2. Go to the Formulas tab on the Ribbon.
3. Click the Define Name option from the Defined Names group.
4. Specify TitleRegion in the Name field.
5. Apply the following naming convention:
   • A unique number within the sheet
     • e.g., 1 for the first dataset, 2 for the second, etc., followed by a period (.)
   • The first (upper-left) cell in the dataset
     • e.g., A2, then a period (.)
   • The last (lower-right) cell in the table
     • e.g., C5, then a period (.)
   • The sheet number
     • e.g., 1 for the first sheet in the workbook

Note: RowTitleRegion or ColumnTitleRegion can be used in place of TileRegion for datasets that only have row or column headers.