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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.
Rule 1: Always
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Label Everything
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You now have a pie chart of your data, but it is inaccessible to some readers. Lots of important information is missing in this chart, like the percentage numbers for each sport. 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. |
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In the chart above, Data Labels were added to show readers the sports in each section and their percentage of popularity. Another good thing to do is check the sections color contrast ratio to the text.  |
Rule 2: Charts and Graphs
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Must Not Rely on Color as the
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Only Way to Show Information
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This graph has two lines that look similar with color being their only difference. A person who is color blind may not be able to tell the difference between the the lines. |
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This graph has two lines that look different from each other. Now the reader will be able to tell which line is presenting the data they are reading.  |
Rule 3: All
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Charts and Graphs Must Have a Complete Description
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There is no descriptive text. Readers will have a very hard time learning what is on the page or in the graph without a visual queue or description. |
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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.  |
Section 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. Meaningful images require an alt text, while decorative images do not.
To add Alternative Text, move your image next to Cell A1.
In Cell A1, type in the title or name for your spreadsheet.
Type in content that is in the picture in the cells below Cell A1.
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Our example shows the Alt Text from Cell A1 to A23. The list of things to pack describes what is in the photo. |
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The Fredonia label is meant to be decorative, so there is no need for the information in cell B2 to be there. |
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The Alt Text is in the wrong place. |
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The text in cell B2 has been deleted and now the Fredonia image is considered decorative.  |
Section 5.3: Using Embedded Files
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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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This spreadsheet does not have any alt text. Screen readers do not read smart art, so alternative text is needed. |
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This spreadsheet has a text alternative, but it is in the wrong place. Place the Alt Text in a cell next to the smart art. |
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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.  |
Section 5.5: Watermarks and Backgrounds
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Embed the file as an object. The main advantage is that the file is directly contained in the Excel File. However, the size of the file can become very large and it would be hard to share with others.
Create a link to the file in a shared location. The main advantage is that the file size does not increase. However, both files must be in the same, shared location so all users can have access to them.
Linking a file that has been uploaded online. The main advantage is that it is accessible to any user with Wi-Fi, and it will not make the file bigger. This is the recommended approach.
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Follow the rules below for including videos and audio
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Rule 1: Videos with dialogue must have a full transcript and captions
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This link to a video only shows a link. There is no explanation for why it is there or what it is supposed to be. |
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This worksheet has everything a reader would need to watch their video. It has a transcript to refer to, as well as instructions for how to access it.  |
Rule 2: Videos without dialogue must have a text description and audio description
Rule 3: Audio only elements must have a full transcript
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There is no transcript provided. |
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There is both a link to the lecture and a transcript available to the student.  |
Rule 4: If the video or audio element is embedded as an object, all of the rules for embedded files must be followed.
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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