Smartsheet Accessibility Guide for Content Creators

Structure and Formatting for Screen Readers

The way you organize your sheet directly impacts how a screen reader interprets the data.

Use Clear Column Headers

• Always use the top row of your sheet to define clear, descriptive column headers (e.g., “Project Status,” not “Status”).
• Avoid merging cells for column headers, as this confuses the relationship between the header and its data.

Maintain Consistent Structure

• Do not leave blank rows or columns to visually separate content. Screen readers interpret blank spaces as the end of a data table.
• If you need to visually group content, use Smartsheet’s built-in Grouping and Summary features instead of manual spacing.

Avoid Using Color Alone

• Never rely only on color (e.g., cell background color) to convey meaning.
• Always supplement color with text, symbols (like $\checkmark$ or X), or a designated “Status” column.
• Example: Instead of coloring a row red for “Overdue,” change the text in the “Status” column to “Overdue.”

Text and Visual Clarity

Ensure all text is easy to read and that links are descriptive.

Descriptive Hyperlinks

• Avoid using generic link text like “Click Here,” “Read More,” or “Link.”
• Always use link text that clearly describes the destination.
• Example: Instead of linking the words “Click Here,” link the phrase “View the Q4 Budget Report.”

High Contrast

• Use the default white background and dark text where possible.
• If applying background colors, ensure there is sufficient color contrast between the text and the background color. Tools like the can help you verify this.
• Review colors available on Brand Standards: Colors.

Font Choice

• Stick to standard, easy-to-read, sans-serif fonts (like Arial, Calibri, or Tahoma) provided within the application.
• Review font choices available on Brand Standards: Typography

Attachments and Alternative Text

Smartsheet content is often a portal to other documents. Ensure those linked documents are also accessible.

Alternative Text for Images/Logos

• If you insert any image, logo, or icon directly into a cell, ensure you provide Alternative Text (Alt Text) that describes the image’s purpose or content.
• Note: Smartsheet may not have a dedicated Alt Text field for cell images. If not, consider adding a separate comment or note to the cell describing the image for screen reader users.

Ensure Attached Documents are Accessible

• If you attach a file (PDF, Word, Excel, PowerPoint) to your Smartsheet, the attached file must itself be accessible.
• Make sure all attached documents have proper headings, Alt Text for images, and correct reading order.

Forms and Automated Workflows

When creating Smartsheet Forms for data collection, attention to detail is key.

Form Field Labels

• Every field on your Smartsheet form must have a clear, unique, and visible label.
• Avoid using placeholder text as a substitute for a label, as it disappears when a user starts typing.

Clear Instructions

• Provide clear and concise instructions for filling out the form, especially for complex fields (e.g., date formats or required inputs).
• If necessary, provide instructions on an accessible webpage prior to linking to the Smartsheet. This helps users orient themselves more quickly once they access the data.

Dashboards and Reports (Widgets)

Dashboards are heavily visual; focus on making the underlying structure and widget titles clear. You can find detailed best practices in the Smartsheet Dashboards Learning Center.

Title Every Widget

• Every widget must have a clear, descriptive title.
• This serves as a heading for screen reader users and helps all users understand the purpose of the data presented.

Avoid Clutter

• Place only the most essential information on the dashboard. Too many widgets overwhelm screen readers and cognitively impaired users.
• Ensure there is sufficient white space between widgets for visual separation.

Descriptive Text / Link Widgets

• Use Text and Image Widgets to provide clear, concise introductory text or instructions for navigating the dashboard.
• Check for accessibility to ensure they work with keyboard and screen readers.

Chart and Graph Accessibility

• If using Chart Widgets, ensure the data labels and axes are clearly legible and high-contrast.
• Provide a Text Widget summary nearby that briefly states the main conclusion or trend shown in the chart for users who cannot interpret the visual data.

Best Practices for Sharing and User Access

Accessibility doesn’t end when the sheet is built; it extends to how it’s distributed.

Use the Right Sharing Method

• Whenever possible, share the actual Smartsheet item (Sheet, Report, or Dashboard) rather than exporting and sharing a static PDF or Excel file.
• Live Smartsheet items offer better navigation and compatibility with assistive technologies.

Clearly State Required Tools

Inform users what tools are recommended for optimal access (e.g., “This dashboard is best viewed using the latest version of Chrome with the NVDA screen reader”).

Set Appropriate Permissions

• Ensure users have the necessary permissions to interact with the sheet (e.g., adding comments, filtering data).
• Restricting interactive functions unnecessarily can be an accessibility barrier.

Provide a Contact for Barriers

• Always include a link or email address where users can report any accessibility barriers they encounter.
• This demonstrates commitment and allows you to quickly fix issues.