Charts & Graphs

What are charts and graphs

Charts and graphs are visual representations of data that help present information clearly and efficiently. In PowerPoint, you can create bar charts, line graphs, pie charts, and many other types of data visualizations.

Accessible charts and graphs allow everyone, including people who are blind, have low vision, or are colorblind, to understand your data.

What accessible charts look like

• Every chart has a descriptive title explaining what the data shows
• Different patterns (solid, stripes, dots) distinguish data in addition to colors
• Values are shown directly on or near chart elements
• Colors are distinct and easy to see

What accessible charts do

• Provide text descriptions that explain the chart's key information
• Use patterns and labels so people who are colorblind can understand the data
• Patterns and labels work in black and white
• Make it easy for everyone to understand the information

Why it matters

Accessible charts ensure everyone can understand your data:

• Blind users: Need alternative text descriptions to understand what the chart shows
• Low vision users: Need high contrast and clear labeling to see details
• Color blind users: Cannot rely on color alone to distinguish data
• Cognitive disabilities: Benefit from clear titles and simple designs

Without accessible charts, people using assistive technologies miss important data and insights that are clear to sighted users.

How to create accessible charts

Step 1: Create your chart in PowerPoint

1. Select Insert menu
2. Click on the Chart icon
3. Choose a chart type (bar, line, or pie)
4. Enter your data in the Excel window that opens
5. Close Excel to see your chart in PowerPoint

Step 2: Add a descriptive title

Click on the chart title and type a clear description of what the chart shows.

• "Quarterly Sales 2024: Growth from $2.1M to $3.4M"
• "Customer Satisfaction Improved from 3.2 to 4.1 Stars"

Step 3: Add alternative text (alt text)

Alt text describes your chart for people using screen readers.

How to add alt text for charts

1. Right-click on the chart
2. Select View Alt Text
3. Type a description that includes:
   • Chart type (bar chart, line graph, pie chart etc.)
   • What data is shown
   • Key trends or findings
   • Important values

Color and patterns

How to add color

Use high contrast colors and patterns to make your chart easy to read.

1. Right-click on the chart
2. Select Format Chart Area
3. Select a color scheme that is high contrast and easy to see

How to add patterns

Patterns help people who are colorblind or have low vision understand the data.

Use different patterns for each data series (bars, pie segments, etc.)

1. Right-click on a chart element (bar, pie segment, etc.)
2. Select Format Data Series
3. Select a different pattern for each data series (solid, stripes, dots, crosshatch)

Add data labels

Data labels show the exact values on your chart.

How to add data labels

1. Click on the chart
2. Click the button (Chart Elements) next to the chart
3. Check Data Labels

Long descriptions for complex charts

Complex charts with multiple data series or detailed information need long descriptions in addition to alt text. Long descriptions provide comprehensive explanations of the data.

When long descriptions are needed

• Charts with multiple data series
• Complex trend lines or patterns
• Charts where specific values are important
• Data visualizations with detailed insights

How to provide long descriptions

Method 1: Speaker notes (recommended)

Add a detailed description of the chart in the speaker notes section:

1. Click in the Notes pane below the slide
2. Describe the chart type and what it shows
3. Include key trends and important data points
4. Explain what conclusion viewers should draw

Method 2: On the slide

Include key findings directly on the slide as text:

• Add bullet points highlighting main insights
• Call out important trends or changes
• Include critical values

Example long description