excel document checklist

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Excel Document Checklist

ID 1.0 General Layout and Formatting Requirement ass Fail

1.1 Are no merged cells contained in the data area of the table(e.g. only headers and for titles)?

1.2 Do all active worksheets in the workbook have clear andconcise names that allows the user (and assistive technology)to identify the source and contents of the table?

1.3 Are tables refi!ed ("itled) with the table name and tablenumber?

1.# Are table header rows formatted to reeat on the to of thetable as it goes from one age to another?

1.$%f color is used to emhasi&e the imortance of te!t' is therean alternate method?

1. Does each searate table have its own worksheet and areeach of those worksheets named?

1. *ave track changes been acceted or re+ected and turned off?

1., *ave e!traneous comments been removed?

1.- %s the document free of te!t bo!es?

1.1 *as the Document been reviewed in /rint /review for a finalvisual check?

1.11 Do all 0s contain the correct hyerlink and dislay the fully4ualified 0 (i.e.' htt566www.fda.gov and not www.fda.gov)?

1.12 Are all 0s linked to correct 7eb destinations?

ID !.0 Chart Requirements ass Fail

2.1 Do all images' groued images and non8te!t elements thatconvey information have alternative te!t descritions?

9!cel Document :hecklist /age 1;DA 62-611

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ID "otes#$dditional Requirements ass Fail

9 *as a searate accessible version of the document beenrovided when there is no other way to make the content

accessible? (9!amle5 An organi&ational chart).

Requirement Guidelines

"he following guidelines have been established by ** to ensure that 9!celdocuments meet ection $, :omliance re4uirements.

1.0 General Layout and Formatting

1.1erged cells should only be used for formatting uroses i.e. withinthe non8data section of the table. ;or e!amle' merging the cellswithin a table header would be accetable but would not beaccetable within the data area of the table. Assistive "echnologycannot match the cells with the aroriate heading row or columnwhen merged cells are used.

1.2All tables must have a ow and6or :olumn headers. "his aids the Assistive "echnology in knowing where the heading information islocated for each row or column.

1.3"ables must have a title at the u most to left cell (A1) of thesreadsheet. "his identifies what the data is about or corresondswith.

1.#;ree&ing heading row and6or column assist the end users whenscrolling through the sreadsheets as the data cells can bematched u with the heading information. "o free&e a heading rowor column' select the row6column below the osition you wantfro&en. :lick on the Window dro down menu then select Freeze

Panes.

1.$"here must be an alternate method if color was used to emhasi&eimortance of selected te!t such as


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"o rename a worksheet click on the Format dro downmenu. "hen select Sheet ' then Rename. "his will highlightthe heet title and allow it to be renamed. "itles can note!ceed 31 characters.

"o add a new worksheet' click on the Insert dro downmenu and then choose Worksheet .

1."rack changes need to be acceted or re+ected and then turned off. Assistive "echnology cannot consistently read them.

1.,:omments and formatting marks must be turned off. Assistive"echnology cannot consistently read them.

1.-"e!t bo!es must not be used as the content will not be recogni&edby Assistive "echnology.

1.1;inal visual document checks need to be in the /rint /review. "hiswill show items such as headers' footers' age numbers' andreeating table heading rows. "o view a document in /rint /reviewclick on the File dro down menu' then click on Print Preview .

1.11All 0s must contain the correct hyerlink and dislay the fully4ualified 0 be hyerlinked with the full address.

1.12All 0s must be linked to active 7eb destination.

!.0 Charts and Images Requirement

2.1.All images' groued images and non8te!t elements that conveyinformation must have alternative te!t (alt8tag) descritions.

Alternative te!t describes the non8verbal element resented and the Assistive "echnology reads the alt8tag to the imaired individual. "oaly alternative te!t' select the image by clicking on it once. 7iththe image selected click on Format dro down menu and then clickon Picture. Alternative te!t is alied in the Web tab of the ictureroerties dialog bo!.

2.2.:omle! charts or images must have descritive te!t immediatelyfollowing them. %f the chart is laced on the worksheet that containsthe grahed content the descritive te!t can be added below thechart. %f the chart was added as a new worksheet then immediatelyfollowing it would need to be a worksheet containing the descritivete!t referencing the chart worksheet. "he descritive te!t is read bythe Assistive "echnology and rovides the imaired individual

9!cel Document :hecklist /age #;DA 62-611


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additional information regarding the image.

2.3."he document must be free of background images or watermarks.Documents for visually imaired individuals are easier to read when

they are free of background images or watermarks.

2.#.:harts must have their own worksheet' or be laced alongside itsassociated data table (1 chart only). "hey also need to be createdwithin 9!cel. "o create a chart' choose the cells that you are going tohave grahed. :lick the Insert dro down menu and then selectChart . "his will launch 9!cels Chart Wizard which will walk youthrough creating the chart.

2.$.ultile associated images must be Eroued as Fne Fb+ect (i.e.'Frgani&ational :harts). 7hen the images are groued as one

ob+ect' only one alt8tag needs to be alied to the non8verbalelement.

2..All multi8layered ob+ects must be flattened into one image and useone Alternative "e!t (Alt "ag) for the image. 7hen multi8layeredob+ects are flattened into one image' only one alt8tag needs to bealied to the non8verbal element.

2.. All charts should have a "itle' egend and A!is labels associatedwith them. "his will give users a number of references oint to use inorder to correctly interret the information being resented. 7hencreating a chart and you use 9!cels :hart 7i&ard you will ste

through the :hart Ftions which is where you aly the chart title'and the G H I a!is labels. "o aly labels after a chart is created' leftclick once on the chart to select it. "hen click on the Chart drodown menu and then select Chart Options.

2.,.:harts must rovide sufficient contrast between colors. "his hels allend users distinguish the values.

"otes#$dditional Requirements

A."he document file name must not contain saces and6or secialcharacters.


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:."he document must utili&e the recommended fonts which are "imes=ew oman' >erdana' Arial' "ahoma' *elvetica and :alibri

D."he Document /roerties (i.e"itle' ub+ect' Author' @eywords and

anguage) must be roerly filled out. =ote5 ;or BAuthorC do not useindividuals name or contractor name. hould use governmentorgani&ation name (i.e.' **).

9.A searate accessible version of the document must be rovided whenthere is no other way to make the content accessible. (9!amle5 Anorgani&ational chart).

9!cel Document :hecklist /age ;DA 62-611