In my roles as a project manager, student employee, and graduate research assistant, many of the teams I worked with used project task list spreadsheets so individuals could provide information on their progress for different segments of a project. These spreadsheets would be created in Google Sheets or Microsoft Excel and shared with team members who could document their own progress, provide feedback about tasks, or assign new tasks.
The first time I opened a project task list spreadsheet, I saw a giant blob of text and wasn’t really sure where to start— I had to zoom in and read individual cells to figure out what I would need to write, and use keyboard shortcuts like Ctrl-F to search for areas of interest. Over time, I have identified several strategies for navigating project task list spreadsheets with low vision, including small-but-impactful design changes and workflows for accessing information in large print. Here is how I use project task list spreadsheets with low vision and the small modifications I implement to improve readability.
Use different colored cells to indicate names for project members
On some of the projects I have worked on, there have been other team members that have names that look very similar to mine. To make it easier to find my name or locate other team members on the list visually, I find it useful to use different colored cell backgrounds to indicate names for project members since I can identify colors more quickly than I can read text. I typically use purple because it is my favorite color, and I don’t worry too much about text contrast since the only text inside the cell is my name.
Related links
- High Contrast and Low Vision
- Highlighting Information With Low Vision
- Adapting Math Symbols: Math Problems and Low Vision
Learn how to use keyboard shortcuts to wrap text
When I was first learning to use the spreadsheet program to fill out information on the project task list, I found it challenging to proofread my writing when everything was stretched across a single line on the screen, or to read text from other team members that stretches across the screen and blocks other cells. It’s easier for me to proofread text and for other team members to read what I write when I use text wrapping/wrapped text to fit all of my text to the width of a single cell.
Of course, this is also considered standard/best project for using spreadsheets in general, but I wanted to mention it here because the Wrap Text icon can be challenging to locate visually. Here is how to use Wrap Text in Google Sheets and Microsoft Excel, including wrap text keyboard shortcuts:
Wrap text in Google Sheets
- Select Format menu > Wrapping > Wrap
- Select text wrapping icon in mobile application, which looks like a set of lines with an arrow extending
- Windows: Alt + Shift + O, W
- Google Chrome web browser and ChromeOS: Alt + O, W
- Mac: Ctrl + Option + O, W
Wrap text in Microsoft Excel
- On the ribbon, select Home > Wrap Text
- On mobile applications, select Alignment > Wrap Text
- Automatic wrapping: Alt + H + W
- Line break from cursor location: Alt + Enter
Related links
- Mainstream Technology and Low Vision: Keyboards
- How To Create Custom Keyboard Shortcuts in Windows
- Secret Microsoft Office Accessibility Features I Use Every Day
Consider using a tablet or mobile application to access collaborative spreadsheets
I wear lined bifocal glasses and find it easier to read things like progress task list spreadsheets in large print on my iPad, where mobile apps have additional options for large print and text scaling. I prefer reading with large print/using display scaling over using screen magnification when possible, so using my tablet has made it easier for me to read progress notes or type my own notes in large print.
Google Sheets for iOS/iPadOS supports pinch-to-zoom magnification up to 200%, Dynamic Type for spreadsheet labels and comments, and the option to select a single cell and display the text with Dynamic Type font sizes at the bottom of the screen. I use the single cell view frequently to read comments from others or write my own notes without changing the font size of the spreadsheet.
Microsoft Excel for iOS/iPadOS supports pinch-to-zoom magnification up to 300% and Dynamic Type font sizes for comments. I find it easier to change the font size of cells to read text in large print or to use Hover Text on my iPad.
Related links
- How To Make iPad Accessible for Low Vision
- How To Use Hover Text For iPad With Low Vision
- Customize Accessibility Settings For Specific Apps
- How I Access PowerPoints with Microsoft Sway
- Mainstream Technology and Low Vision: Tablets
Add a visual marker when documenting the latest status report
Each project task list spreadsheet I have used had a column for updating the current week’s progress, with the option to go back and review columns/information from previous weeks. With double vision, some of the identical weekly column headings would collide with each other and make it hard to locate the column I need, so it helps to underline the current week’s column (or just underline the first word in the column) to serve as a visual marker for the current week’s column. The underline is removed from the previous column before adding a new column for the current week.
Related links
Assign conditional formatting for task priority and completion
As I mentioned earlier, I find it easier to recognize colors compared to reading text for more information. Using conditional formatting and color-coding to indicate task priority and progress/completion has been helpful for quickly assessing progress on a specific area, as well as identifying tasks that have been completed. This is easier than using strikethrough text, which can be challenging to read or may appear distorted.
I don’t have any color deficiencies or colorblindness, but I do prefer the use of light colored backgrounds for cells with black text, instead of having similar colors for the foreground and background. It is important to avoid having color be the sole means of conveying information, and to include text or other symbols in addition to color.
Related links
- Adapting Accessible Charts: Math Problems and Low Vision
- How To Create Accessible Diagrams For Low Vision
- Paper Colors And Low Vision
- Highlighting Information With Low Vision
Enable filters to help with reducing visual clutter
Sometimes, spreadsheets can make me feel like I’m staring at a giant wall of text and I have no idea where to start reading. One strategy I used during an internship was to make a copy of the spreadsheet and then filter it to only show rows with my name in them, or rows that were associated with a specific task category. This helped to reduce the visual clutter and make it easier for me to find the information I needed.
Microsoft Excel and Google Sheets offer several customization options as part of their “Sort and Filter” and “Create a Filter” features. Since there may be instances where multiple people are viewing a spreadsheet simultaneously, I prefer to either duplicate the spreadsheet within the document and add my own filters within a PivotTable, or download a copy of the spreadsheet for my own personal use.
Group finished or completed tasks together
Instead of having a bunch of finished tasks mixed in with tasks that still need to be finished, I find it useful to group finished tasks or completed tasks together in one location so that they can be referenced later. One option is to move the finished tasks to the bottom of the spreadsheet or the end of a project task list, which can make it easier to use search features. Another option is to move the finished tasks to a different sheet where they are further visually separated from in-progress tasks.
More resources for navigating project task list spreadsheets with low vision
- Another option for reading spreadsheets with large print is to use a screen magnification program, which offers several different views for accessing information. I share more in Windows Magnifier and Low Vision
- When I use Microsoft Excel on my iPad, I use Hover Text to enlarge individual cells and view them with my preferred font/font size. This is a helpful built-in accessibility tool— learn more in How To Use Hover Text For iPad With Low Vision
- Want to learn more about reading digital text? Browse A to Z of Assistive Technology for Reading Digital Text
Published February 12, 2025. Updated March 2025