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\uD83D\uDCD8 Instructions
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5.1: Making Charts
Graphs and Charts are very helpful for displaying complex data for readers. If you make one, you need to make sure that they are fully labeled. A student using a screen reader will be able to get the information from a chart or graph, however, screen readers cannot provide a detailed description of a chart. That is something you will have to make yourself.
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After you have a created your data for a chart, highlight your data and select the Insert Tab.
In the Chart section, click the Pie Chart Icon. Select the chart you would like to use.
You now have a pie chart of your data, but it is inaccessible to some readers. In our example, we have a chart for the “Most Popular Sports in the USA.” Lots of important information is missing in this chart. A color blind user may not be able to tell which section is dedicated to which sport. Other users may not be able to tell the colors apart or know what the chart is trying to show them.
4. To make the pie chart accessible to all readers, click on the chart and click the plus sign in the top right corner. This will allow you to modify your chart and add information. In the chart below, Data Labels were added to show readers the sports in each section and their percentage of popularity.
Rules for Accessible Charts
When creating accessible charts, it is important to be sure that all graphs, and charts are fully labeled. Labels make it easier for screen readers to tell the information to the student. Most of the time it is also beneficial to readers who want additional queues on the information. To make your chart accessible, the following rules must be followed.
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The long description describes the bar graph down to the last detail. No information is left out and is easily readable for screen readers and will not confuse the reader. |
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5.2: Images
When making accessible images in Microsoft Excel, there are two types of images: Meaningful and Decorative. Meaningful images are images that have importance to a spreadsheet. Decorative images are meaningless images and only added to the spreadsheet for the purpose of making it look nice. In both cases, the images need Alternative Text.
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The text in cell B2 has been deleted and now the Fredonia image is considered decorative. |
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5.3: Using Embedded Files
Excel allows you to embed files within your spreadsheet. You can do this in two ways. One is as a link, the other is a embedded file. Keep in mind that if you do embed a file or link another file, you need to send both files to the reader. Otherwise the connection between the two files would be cut and the information for the user would be lost. It is best to only have one embedded file on each sheet. Follow these instructions to add embedded files.
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Remember that when you add embedded files, you should always include an explanation of the file and contents in Cell A1. Only include one embedded file per worksheet. |
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5.4: Word Art, Smart Art, Text Boxes, and other Floating Objects
Floating objects should not be used. This is because NVDA cannot read the inside of the floating object. If you do need to use them, you have to include a text alternative for the reader.
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Instead of placing the Alt Text in the Alt Text Panel, place it inside the cells next to the smart art. |
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5.5: Watermarks and Backgrounds
All creators should avoid using any watermarks or backgrounds that distract from the actual text or image of a document. It is best to simply not use them at all. One of the most common examples of a water mark is when a person creates a draft or confidential. Instead of using a watermark, just type up at the top, “This worksheet is a draft”. This will make it easy for a screen reader to read the warning or information to a reader.
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5.6: Including Video and Audio
There are three main methods to including a video or audio file in Excel.
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There is only one embedded object in the worksheet.
There is an explicit alert that an embedded object is present.
Instructions for how to access the file and how to return back to the cell layer are present.
The type of file and the contents of the file are made explicitly clear in cell A1.
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5.7: Flashing Content
An Excel workbook must not have any content that flashes more than 3 times per second. Lots of flashes can be triggering for people who get epileptic seizures.
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