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From: Wee, Kim (MNIT)
Date: Tue, Jun 09 2015 10:57AM
Subject: Excel Accessibility
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I have come across a couple of issues with making Excel files accessible.

First: we are having an issue with dynamically adding "no data" into a cell that is marked numerical and we can't add "0" to the cell because the end user may want to perform an average on some of the cells and adding "0" could throw off the average

Second: adding "no data" to a cell and changing the font to match the background, but then what if the end user wants to sort on that column or use the information to create mailing labels (and the program area believes adding "no data" and not making the font match the background, makes the spreadsheet too busy)

We are setting the title region and therefore, the screen reader does read the column and row headers for the data cells. And, we are removing the unused columns and rows from the spreadsheet.

Would it be acceptable that in cases where the program area specifically indicates that the end users will perform averages and/or sort the data that we allow for an Excel file with blank data cells be posted to the website.as long as the unused columns and rows are removed and the title region is set?

Any advice?

KIM WEE |  WEBMASTER AND ACCESSIBILITY COORDINATOR
MN.IT SERVICES @ EDUCATION
651-582-8548 (w) | = EMAIL ADDRESS REMOVED =

Information Technology for Minnesota Government | mn.gov/mnit

From: Jonathan Avila
Date: Wed, Jun 10 2015 9:24AM
Subject: Re: Excel Accessibility
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> Would it be acceptable that in cases where the program area specifically indicates that the end users will perform averages and/or sort the data that we allow for an Excel file with blank data cells be posted to the website.as long as the unused columns and rows are removed and the title region is set?

In general single blank cells aren't issues. What can be an issue is when blank cells are used for formatting purposes and there are multiple blank columns or rows used to separate multiple data tables. One thing you could do to assist is provide cell comments which are announced by screen readers or use data validation input messages which will provide information to the user. Data validation input messages are great for forms that require the user to enter data into cells.

Jonathan

-- 
Jonathan Avila 
Chief Accessibility Officer
SSB BART Group 
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Phone 703.637.8957  
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