First check
When you get a spreadsheet, open and check the following:
Control + G to see if tables are marked up.
If no, go through every table, mark them up and give them table names - highlight table, control + T, OK, use Table design to remove colour and on Data tab remove filters
If there are any merged cells remove them using strategies listed here
As you go:
- left align first column and right align all the other columns, including the heading text
- ensure large numbers have thousands comma
Redo control + G to check the tables are all marked up and named.
Note: I don't think pivot tables can be marked up.
Then -
Cosmetic changes
Every sheet must have a title in heading 1 in cell A1.
In cell A2 put the stock phrase 'This worksheet contains one table'.
Front page – probably doesn't have a table but might have lots of text.
Any other headings are heading 2 and space created by dragging cell border lines.
Normal text is arial 12pt.
Remove all empty rows or columns.
Remove white background fill or boxes.
Apply GDS style, namely spell out acronyms on first appearance, spell out abbreviations, remove unnecessary bold. Italics can stay for species names.
Metadata
Check the metadata (File > Properties > Advanced Properties) that
- the Title field has the correct and full title, in sentence case (no underscores etc)
- the Author field has UK Health Security Agency of UKHSA
- sometimes authors include Keywords though these are optional
File name
File names must make sense when read out and not be a string of abbreviations and numbers. If it's a long document title use your initiative to sub-edit down to 60 characters or so.
Words must be separated by hyphens, no space or underscore.
For full details search for 'File names' on Releasing statistics in spreadsheets.
Final review
Control + G again to double check all tables are marked up and named.
Use Control + Page down to scroll through the spreadsheet checking that:
- the cursor is in cell A1 on every worksheet
- cell A2 reads 'This worksheet contains one table.' (with a full stop)
- there are no empty rows or columns
- the table separated from text above by dragging cell border down a little
- column headers in bold
- data columns are all right aligned