Charts, SmartArt & Diagrams

Why it matters

Visual data and relationships need text equivalents and logical order. Charts and diagrams often contain critical information that must be accessible to screen reader users and people who cannot see visual relationships.

Charts (best practices)

1. Prefer Insert → Chart so data remains editable; avoid pasting charts as pictures
2. Include a brief on-slide takeaway (e.g., 'Revenue grew 12% YoY')
3. Provide data table on-slide or in notes for screen reader users
4. Ensure sufficient color contrast between series and avoid color-only distinctions; add direct labels or patterns

Chart accessibility workflow

1. Create chart using Insert → Chart (not as image)
2. Add descriptive title to chart
3. Provide alt text describing chart purpose and key findings
4. Include data table in speaker notes or on slide
5. Use patterns/textures in addition to color coding
6. Test chart with high contrast mode

SmartArt & diagrams

1. Consider converting SmartArt to shapes (Right-click → Convert to Shapes) for finer control of reading order
2. Name and order shapes in the Reading Order Pane logically
3. Avoid complex nested structures that are hard to describe; simplify layout or split across slides

Making diagrams accessible

• Provide text description: Explain the diagram's purpose and flow
• Use logical reading order: Arrange elements to flow naturally
• Include alternative formats: Consider bulleted lists or step-by-step text
• Test navigation: Verify tab order makes sense

Making data accessible

For complex charts:

• Provide data in table format
• Include trend summaries in text
• Highlight key data points verbally
• Link to detailed data sources

For process diagrams:

• Create numbered step lists
• Describe decision points clearly
• Explain relationships between elements
• Provide alternative text descriptions

Color accessibility in charts

• Use patterns and textures: Don't rely solely on color to distinguish data
• Direct labeling: Label data series directly when possible
• High contrast: Ensure sufficient contrast between elements
• Colorblind testing: Verify charts work in grayscale

Quick checklist