How to apply patterns and color to a chart in Microsoft Word

In today’s blog post, we’ll dive into the crucial topic of making charts accessible in Microsoft Word and PowerPoint, a skill that is paramount for creating inclusive documents.

Video Guide

To begin, open your document in Microsoft Word or PowerPoint and insert the chart you want to make accessible.

Ensuring Accessibility for Your Charts and Graphs

The first step towards ensuring accessibility for your chart is to add data labels. Select a data series or data point, and on the right-hand side, you’ll find a plus icon. Click on it and choose “Include Data Labels.” Repeat this process for all relevant data points.

Enhancing Visibility with Patterns and Colors

Now, let’s talk about enhancing the visual accessibility of your chart. Right-click on a data point and select “Format Data Point.” Here, you can fine-tune the fill and border. Add a solid black border to make data points stand out. Additionally, apply a pattern fill to distinguish different elements. For instance, use vertical lines with a dark blue color for one data point and horizontal lines in deep red for another. Make sure these colors meet the contrast requirements for accessibility.

Verifying Color Contrast

To ensure your choices pass the color contrast requirements, you can employ tools like the CCA tool for testing.

Include Text Descriptions

To provide context and understanding, right-click on the chart and select “View alt text.” Here, you can label categories and data points. For instance, you can label a data point as “Series One, Category One: 4.3” and continue with other data points. This step significantly improves the accessibility of your chart.

Adding a Caption

For further clarity, you can add a caption to your chart. Right-click on the chart, select “Insert Caption,” and give it a relevant name like “Sample Data.” You can place it above the selected item for better accessibility. Consider marking it as a heading level to enhance its accessibility.

By following these comprehensive steps, you can effectively make your charts and graphs accessible to a broader audience, ensuring that everyone can understand and benefit from your content.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!