Instructions
InstructionsGraphs 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.
To make a chart or graph,
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.
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 label everything
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. |
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 must not rely on color as the only way to show information
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. |
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 charts and graphs must have a complete description.
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. |
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. |
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.
To add Alternative Text, click your image.
Go to the Picture Format Tab, then click the Accessibility Button.
In the Alt Text panel, explain your image in 150 characters or less. If this image is supposed to be decorative, just click the check box.
Our example shows the Alt Text created inside the Alt Text panel on the right side of the screen. |
The Fredonia label is meant to be decorative, so there is no need for the information in cell B2 to be there. |
The text in cell B2 has been deleted and now the Fredonia image is considered decorative. |
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.
Go to the Insert Tab, and click the Object Button
In the Object Box, go to the Create From File Tab and choose your document or presentation. Be sure to check the box “Display as Icon”. Click OK.
Your embedded file will appear on the worksheet
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. |
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.
This spreadsheet does not have any alt text. Screen readers do not read smart art, so alternative text is needed. |
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. |
Instead of placing the Alt Text in the Alt Text Panel, place it inside the cells next to the smart art. |
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.
There are three main methods to including a video or audio file in Excel.
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.
Rules for accessible videos and audio in Microsoft Excel
Rule 1: Videos with dialogue must have a full transcript and captions
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. |
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
There is no transcript provided. |
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.
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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