Graphs and Charts

IMPORTANT: This document serves as a practical guide, outlining step-by-step instructions for implementing accessibility features in your course materials. These steps incorporate best practices gleaned from our Inclusive Course Design courses on RIT Talent Roadmap. Familiarity with these practices, applicable to all course materials, is recommended before proceeding with the guide.

This guide focuses on HOW to apply the best practices for charts and graphs in Office 365 and 2019. Most steps apply to Office 365 for Web and 2021+ versions (Windows & Mac). For older versions, check Microsoft’s support website.

For clarity and understanding, all graphs and charts should be properly labeled with a title, axis labels, data labels, and any other relevant labels. Graphs and charts should also have alt text and, if necessary, long descriptions. The alt text should be concise yet meaningful, similar to that for complex images. The provided description should comprehensively convey the information in the chart, acting as an adequate stand-in. Lastly, adhere to color contrast guidelines for non-text elements, maintaining a minimum contrast ratio of 3:1 to accommodate visual accessibility; using a combination of patterns could improve readability of colors.

Tips to create accessible graphs and charts:

• Use sufficient color contrast even in black and white for texts, bars, lines, pies, and backgrounds.
• Use solid borders to separate and add a layer of visual distinction between pieces.
• Consider textures, patterns and shapes for clarity
• Label each element with its associated value, and clearly indicate which data point belongs to each line, bar, pie slice or other data shapes.
• Provide clear alternative text and a detailed (long) description explaining components, data points, trends, and conclusions
• Present the data in a table format where possible for assistive technologies.

Add a chart

Microsoft 365/2019

REMINDER: When using Office 365, Office 2019 or a newer version of Microsoft PowerPoint, it’s recommended that you select a slide layout that includes placeholders for charts or graphics. This ensures that the content is presented in the correct reading order. Additionally, always include a slide title for the content.

Windows:

1. On the Home tab, click the arrow below the “New Slide” icon.
2. Select a slide that has a media placeholder.
3. In the slide's content placeholder, click on the Chart icon.
4. Choose the type of chart you want to add, and click OK
5. When it opens the Excel file, replace the sample data with your own, including heading texts.

Mac:

1. On the Home tab, click the arrow to the right of  the “New Slide” icon
2. Select a slide that has a media placeholder.
3. In the slide's content placeholder, click on the Chart icon.
4. Choose the type of chart you want to add.
5. When it opens the Excel file, replace the sample data with your own, including heading texts.

Label charts descriptively:

Microsoft 365/2019

Windows:

1. Double-click "Chart Title" within the chart and replace it with a descriptive title.
2. Select Design in the Ribbon
3. Click Add Chart Element button
4. On the dropdown menu, select these options.

1. Axis Title: Choose “Primary Horizontal” and “Primary Vertical”. Replace “Axis Tiles" and type to describe the horizontal and vertical axis clearly.
2. Data Labels: Choose “Outside End”.

Mac:

1. Double-click "Chart Title" within the chart and replace it with a descriptive title.
2. Select Chart Design in the Ribbon
3. Click Add Chart Element button
4. On the dropdown menu, select these options.

1. Axis Title: Choose “Primary Horizontal” and “Primary Vertical”. Replace “Axis Tiles" and type to describe the horizontal and vertical axis clearly.
2. Data Labels: Choose “Outside End”.

Add a pattern fill to the chart

Microsoft 365/2019:

Windows:

1. Select an element within the charts, for example, a bar that you want to change. This should highlight all of the elements within a group.
2. Click on the Format tab
3. Select Format Selection. Alternatively, right-click on the highlighted element and select Format Data Series.
4. In the Format Data Series sidebar on the right, select Fill & Line.
5. Select Pattern fill. Choose any appropriate pattern styles. You can then change the Foreground and Background colors for the pattern using the Foreground and Background color buttons. Remember to use appropriate colors that have a high contrast.

Mac:

1. Select an element within the charts, for example, a bar that you want to change. This should highlight all of the elements within a group.
2. Click on the Format tab
3. On the Format tab, select Format Pane..
4. In the Format Data Series sidebar on the right, select Fill & Line.
5. Select Pattern fill. Choose any appropriate pattern styles. You can then change the Foreground and Background colors for the pattern using the Foreground and Background color buttons. Remember to use appropriate colors that have a high contrast.

Add Alternative Text To The Charts

Microsoft 365/2019:

Windows:

1. Click on the outside border of the chart to highlight it.
2. RIght-click the chart and select Edit Alt Text
3. Add a meaningful description in the Description field.
4. Click on X at the top right when done

Mac:

1. Click on the outside border of the chart to highlight it.
2. RIght-click the chart and select View Alt Text
3. Add a meaningful description in the Description field.
4. Click on X at the top right when done

Change The Colors Of The Chart.

Microsoft 365/2019:

Windows:

1. Change the color themes and styles

1. Select the chart you want to change.
2. Go to the Design tab and click Change Colors.
3. In the drop down menu, choose any color theme with high contrast.

2. Change the colors of any elements in the chart.

1. Select the chart.
2. On the Format tab, choose the chart element you want to change from the Current Selection dropdown menu.
3. Click Shape Fill and choose the appropriate color for the element.
4. To use a fill color not available in the Theme Colors or Standard Colors, click More Fill Colors to specify the color you want to use.

Mac:

1. Change the color themes and styles

1. Select the chart you want to change.
2. Go to the Chart Design tab and click Change Colors.
3. In the drop down menu, choose any color theme with high contrast.

2. Change the colors of any elements in the chart.

1. Select the chart.
2. On the Format tab, choose the chart element you want to change from the Current Selection dropdown menu.
3. Click Shape Fill and choose the appropriate color for the element.
4. To use a fill color not available in the Theme Colors or Standard Colors, click More Fill Colors to specify the color you want to use.