Inclusive Data Storytelling: Visuals and Reports That Reach Everyone

Practical Tips for Better Data Viz + ADA Accessibility

Moxley Public Health

How This Session Works

Step 1

We will share a practical data visualization tip you can use right away.

→

Step 2

We will show you how to make that same tip accessible for everyone and ADA-compliant.

Every tip is free or low-cost.

No expensive software. No design degree. Just practical changes you can start making today in PowerPoint, Word, Canva, or whatever tools you already use.

Moxley Public Health

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DATA VIZ TIP 1

Highlight Important Data

• Put thought into what you highlight, and what you want your audience to notice first
• Use bold color, size, or position to draw the eye to key numbers
• If everything is highlighted, nothing is highlighted - Be selective
• A single callout stat (large number + short label) is more memorable than a full table

Moxley Public Health

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DATA VIZ TIP 1

Highlight Important Data

I am going to show you a group of numbers. You will have 10 seconds to tell me how many 3s are in the group of numbers.

Moxley Public Health

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Let’s play a game…

DATA VIZ TIP 1

Highlight Important Data

1758386739584785694973

6957375859938594939566

3658391904856896367936

�

Moxley Public Health

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DATA VIZ TIP 1

Highlight Important Data

There are TEN 3s in the group of numbers��

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1758386739584785694973

6957375859938594939566

3658391904856896367936

Highlight What Matters

Use bold text, large numbers, icons, and color to draw attention to key data points.

Moxley Public Health

Now let's talk about making

this accessible for all the people in your community.

Good design is accessible design.

Moxley Public Health

4 / 27

ACCESSIBILITY FIX 1

Make Highlighted Data Accessible to All

• When you highlight visually, also highlight the important information in text - screen readers can't see bold, color, or icons
• Use descriptive headings and text so the emphasis carries through for all users
• Don't rely solely on color to indicate importance - add labels to summarize the finding

BEFORE

A bar chart with one bar colored red to show it's important.

No text explanation of why that bar matters.

Screen reader announces all bars equally.

AFTER

Same chart with the key bar in bold color PLUS a text callout: "Key Finding: Adams County leads the region in binge drinking at 14.2%."

Screen reader conveys the emphasis through the text.

Moxley Public Health

5 / 27

DATA VIZ TIP 2

Use Headers That Explain the Main Point

• Don't just label your chart — tell the reader what the data means
• Instead of "Adult Diabetes by County," try "Diabetes Rates Have Increased Over Time"
• Your header is the first (and sometimes only) thing people read
• Think of it as a newspaper headline — what's the story?
• This one change transforms flat reports into ones that drive action

Moxley Public Health

6 / 27

Use Headers That Explain the Main Point

Don't just label the data — tell the audience what it means.

Moxley Public Health

Now let's talk about making

this accessible for all the people in your community.

​

Good design is accessible design.

Moxley Public Health

7 / 27

ACCESSIBILITY FIX 2

Use Real Heading Styles, Not Just Big Bold Text

• Screen readers navigate by heading levels (H1, H2, H3) — not by font size or bold
• In Word/PowerPoint, use built-in Heading styles so assistive tech can find your structure
• Descriptive headers also help all readers scan long reports quickly

BEFORE

Chart title "Gender of the Region" in 18pt bold.

Formatted as normal text, not a heading style.

Screen reader sees it as just another paragraph.

AFTER

Chart title: "Non-Binary Individuals Are a Minority in This Community."

Formatted with Heading 2 style.

Screen reader announces: "Heading level 2: Non-Binary Individuals Are a Minority."

Moxley Public Health

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ACCESSIBILITY FIX 2

INSERT VIDEO OF HOW TO LABEL TEXT BOXES AS HEADERS OR TEXT, ETC IN BOTH WORD AND POWERPOINT

Moxley Public Health

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DATA VIZ TIP 3

Use Photos to Support Your Data

• A photo of a real place or real person makes a report come alive
• Pair a stat about housing conditions with a photo of the actual community
• Photos create emotional connection - your audience remembers the story, not just the number
• Use photos from your own community when possible (with permission)

Moxley Public Health

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Use Photos to Support Your Data

Community photos make reports feel local, relatable, and engaging.

Moxley Public Health

Now let's talk about making

this accessible for all the people in your community.

​

Good design is accessible design.

Moxley Public Health

10 / 27

ACCESSIBILITY FIX 3

Every Photo Needs Alt Text

• Without alt text, screen readers say "Image" and your audience misses the point entirely
• Describe what the photo shows AND why it matters in context
• Good alt text: "Aerial view of rural housing in Meigs County showing aging infrastructure"

BEFORE

Photo of a rural community next to a housing stat.

Alt text: "image.jpg" (auto-generated filename).

Screen reader says: "Image, image dot jpg."

AFTER

Same photo with alt text: "Rural homes in Meigs County, many with visible structural damage, illustrating the housing quality concerns reported by 43% of survey respondents."

Screen reader conveys the full story.

Moxley Public Health

11 / 27

ACCESSIBILITY FIX 2

INSERT VIDEO OF HOW TO INSERT ALT TEXT TO A PHOTO AND PUTTING CAPTIONS BELOW THE PHOTo and then the proper way to save to a PDF to transfer the alt text properly

Moxley Public Health

8 / 27

DATA VIZ TIP 4

Use Icons to Bring Data to Life

• Icons help your audience quickly grasp what a number means
• Use simple, recognizable icons — a heart for health, a house for housing, people for a population
• Icons also support readers with low literacy by providing visual context
• Free tools: Canva, Flaticon, The Noun Project, PowerPoint Google Slides built-in icons

Moxley Public Health

12 / 27

Use Icons to Bring Data to Life

Icons add visual interest, reinforce meaning, and help readers scan quickly.

Moxley Public Health

Now let's talk about making

this accessible for all the people in your community.

​

Good design is accessible design.

Moxley Public Health

13 / 27

ACCESSIBILITY FIX 4

Always Describe Your Icons and Infographics

• Icons and infographics are invisible to screen readers without descriptions
• Add alt text to icons and images in your document
• Place a brief text description near each visual element so all readers benefit

BEFORE

An icon of a brain with the number "1 in 5."

No alt text. No description nearby.

Screen reader says: "Image."

AFTER

Same icon with alt text: "Brain icon representing mental health."

Text next to icon reads: "1 in 5 adults reported a mental health condition."

All readers get the full meaning.

Moxley Public Health

14 / 27

ACCESSIBILITY FIX 2

INSERT VIDEO OF HOW TO CUSTOMIZE COLOR OF ICONS AND PASTE IT ONTO YOUR REPORT OR PRESENTATION

Moxley Public Health

8 / 27

DATA VIZ TIP 5

Combine Qualitative and Quantitative Data

• Numbers tell you what is happening - quotes and stories tell you why and make the information real and human
• Pair a stat with a real quote from a community member
• Example: "68% of community members surveyed reported food insecurity" + a quote that says "You can't blame folks for eating what is affordable and accessible."
• This combination makes data real and gives decision-makers the human context they need
• Pull quotes and stories from your focus groups, interviews, and community surveys

Moxley Public Health

15 / 27

Using Qualitative & Quantitative Data Together

Pair numbers with community voices to tell the full story.

Moxley Public Health

Now let's talk about making

this accessible for all the people in your community.

​

Good design is accessible design.

Moxley Public Health

16 / 27

ACCESSIBILITY FIX 5

Make Quotes and Mixed Content Readable for All

• Ensure quote source is in a regular text box (like over a photo or embedded on top of a shape)
• If a quote does appear over a photo or shape, also include it as plain text nearby for screen readers

BEFORE

A quote overlaid on a photo background with light text.

No plain text version elsewhere.

Screen reader skips the image entirely.

Low-vision readers can't read light-on-photo text.

AFTER

Quote appears as text with proper contrast (dark text on light background).

Source reads: "— Meigs County Key Informant Interview"

Quote also appears in alt text outside of the design element. (if not in a regular text box)

Moxley Public Health

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DATA VIZ TIP 6

Design Tables That Tell a Story

• Use alternating row shading so the eye can track across columns
• Bold your header row and use a distinct background color
• Remove clutter for more clarity

Moxley Public Health

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Now let's talk about making

this accessible for all the people in your community.

​

Good design is accessible design.

Moxley Public Health

19 / 27

ACCESSIBILITY FIX 6

Use Descriptive Table Headers

• Screen readers navigate tables cell-by-cell — clear and descriptive headers are essential
• Mark your first row as a "Header Row" in PowerPoint or Word table properties
• Use specific column names: "County Obesity Rate (%)" not just "Rate"
• Avoid merged cells — they break screen reader navigation

BEFORE

Table is titled “Obesity”

Column headers: "Category" | "#" | "Rate"

Merged cells spanning 3 columns for section titles.

Screen reader reads cells out of order.

AFTER

Table is titled with a “Header” title of “Obesity is highest in Adults and Youth in Butte and Norfolk Counties”

Column headers: "Health Indicator" | "Count (n)" | "Rate per 100,000"

No merged cells. Each row is self-contained.

Moxley Public Health

20 / 27

DATA VIZ TIP 7

Use Font Size to Guide the Eye

• Not all text is equal — size tells your reader what matters most
• Use bold sparingly — when everything is bold, nothing stands out
• Stick to 2 fonts maximum: one for headers, one for body text
• Sans-serif fonts (Arial, Calibri) are easiest to read on screens
• Minimum font - 12 pt for reports and 18 pt for presentations

Moxley Public Health

21 / 27

Use Font Size to Guide the Eye

Size helps readers know where to look first and what matters most.

Moxley Public Health

Now let's talk about making

this accessible for all the people in your community.

​

Good design is accessible design.

Moxley Public Health

22 / 27

ACCESSIBILITY FIX 7

Meet Minimum Font Sizes and Contrast

• Body text should be at least 12pt in documents, 18pt on slides
• WCAG requires a 4.5:1 contrast ratio for normal text, 3:1 for large text
• Free tool: WebAIM Contrast Checker — paste in your two colors and get a pass/fail instantly

BEFORE

Body text at 10pt in light gray (#AAAAAA) on white.

Contrast ratio: 2.3:1 — FAILS WCAG.

Audience squints. Screen magnifier users lose the text entirely.

AFTER

Body text at 14pt in dark charcoal (#333333) on white.

Contrast ratio: 12.6:1 — PASSES WCAG AAA.

Readable at a glance, even on projector screens in bright rooms.

Moxley Public Health

23 / 27

DATA VIZ TIP 8

Choose Charts That Communicate Clearly

• Bar charts for comparisons, line charts for trends over time, pie charts only for 2–3 categories
• Label data directly on the chart — don't make readers cross-reference a legend
• Start your Y-axis at zero to avoid misleading visual comparisons
• Use your organization's brand colors for a cohesive, professional look
• Less is more — one clear message per chart

Moxley Public Health

24 / 27

Use Charts That Communicate Clearly

Tables, bar charts, maps, and comparisons — pick the format that fits the data.

Moxley Public Health

Now let's talk about making

this accessible for all the people in your community.

​

Good design is accessible design.

Moxley Public Health

25 / 27

ACCESSIBILITY FIX 8

Make Charts Readable for Everyone

• Add alt text describing the chart's main takeaway, not just "bar chart"
• Place data labels directly on bars/lines so readers don't rely on color alone
• Include a data table below or near the chart as a text alternative
• Use patterns or different line styles (solid, dashed) in addition to color

BEFORE

Bar chart with 6 colored bars and a color-coded legend off to the side.

Alt text: "Chart."

No data table provided.

AFTER

Same bar chart with values labeled on each bar.

Alt text: "Bar chart showing diabetes rates by county. Highest: Adams County at 14.2%."

Data table included below for screen reader access.

Moxley Public Health

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ACCESSIBILITY FIX 8

MAKE SLIDE ABOUT USING PPT for reports because it is easier for manipulation and designing and edits for general population (aka non-graphic artists) and it is accessible and compatible with screenreaders

Moxley Public Health

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Quick Wins You Can Start Today

Highlight key data visually AND in text

Write descriptive headers that tell the story of the chart, not just label it

Add alt text to every photo, icon, and chart

Pair statistics and numbers with real community voices

Use descriptive table headers, avoid merged cells

Use at least 12pt font in docs/reports, 18pt on slides/presentations

Check color contrast with WebAIM (free)

Label data directly on charts

Use heading styles, not just big bold text

Test your visuals in grayscale before publishing

Free Tools: WebAIM Contrast Checker • Coblis Color Blindness Simulator • Hemingway App • Canva • PowerPoint Accessibility Checker

Moxley Public Health

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