How To Make Charts and Graphs Accessible in MS Word and PDF

Charts and graphs are essential tools for data visualization in Microsoft products, but they are inherently inaccessible to screen readers, posing a challenge for visually impaired users. In this article, I’ll explore the issues with current accessibility tools and introduce a method to streamline the accessibility of charts and graphs using the Snipping Tool.

Video Guide

Inherent Inaccessibility of Charts and Graphs

Charts and graphs in Microsoft products, such as Word and Excel, often fail to provide a satisfactory user experience for screen reader users. The primary issue lies in how screen readers interpret and read the chart elements.

Issues with JAWS

JAWS, a popular screen reader, attempts to read individual elements of a chart, such as the chart area, legend, and axis labels. This method results in a fragmented and confusing user experience. Instead of conveying meaningful information about the data, JAWS provides a disjointed narration of the chart components.

Issues with NVDA

NVDA, another widely used screen reader, performs slightly better by reading the alternate text of the chart. However, it still lacks the comprehensive detail needed to convey the full context and significance of the data. NVDA reads the alternate text but does not provide the granular breakdown of the chart elements, which can be crucial for understanding complex data visualizations.

The Snipping Tool Solution

To address these issues, I’m excited to share my practical workaround using the Snipping Tool, a built-in utility in Windows. This method involves capturing the chart as an image, deleting the original chart data, and inserting detailed alternate text for the image.

Step-by-Step Guide

1. Launch the Snipping Tool: Open the Snipping Tool from the Start menu and select ‘New’ to capture a screenshot of the chart.
2. Capture the Chart: Use the Snipping Tool to select and capture the chart area.
3. Delete Original Chart Data: Remove the original chart data from the document to avoid redundancy.
4. Paste the Captured Image: Paste the captured image of the chart into the document where the original chart was located.
5. Insert Detailed Alternate Text: Right-click on the pasted image and select ‘View Alt Text’. Here, you can input detailed alternate text that accurately describes the data and context of the chart. For example, “Alternate media of 2022. In the fall semester, 24 students were served with 48 book requests.”

Testing the Solution

To ensure the effectiveness of this method, I tested the document with both JAWS and NVDA.

JAWS Testing

With the original chart replaced by an image and detailed alternate text, JAWS immediately reads the alternate text, providing a coherent and comprehensive description of the chart. This method eliminates the fragmented reading of individual chart elements.

NVDA Testing

NVDA, which already reads alternate text, also benefits from this approach. The detailed alternate text ensures that NVDA users receive a complete and meaningful description of the chart.

Converting to PDF

One of the significant advantages of this method is its compatibility with PDF conversion. When the document is saved as a PDF, the accessibility features are retained. The figure tag, along with the detailed alternate text, is preserved in the PDF, ensuring that the chart remains accessible across different formats.

PDF Tags Panel

Upon converting the document to PDF and reviewing the tags panel, I confirmed that the inserted image with alternate text appears as a figure tag. This consistency in accessibility features between Microsoft and PDF formats streamlines the remediation process and ensures broader accessibility.

Benefits of the Snipping Tool Method

This method offers several benefits:

1. Improved User Experience: Both JAWS and NVDA provide a better user experience by reading the detailed alternate text instead of fragmented chart elements.
2. Efficiency: The process is straightforward and significantly reduces the steps required for remediation.
3. Consistency Across Formats: Ensures that charts and graphs remain accessible when converted to PDF, maintaining the integrity of the alternate text.
4. Comprehensive Descriptions: Allows for detailed descriptions of the data, providing a clearer understanding for visually impaired users.

My method of using the Snipping Tool to enhance the accessibility of charts and graphs in Microsoft Word and PDF is an effective solution to making accessible charts and graphs. By capturing the chart as an image and providing detailed alternate text, this approach improves the user experience for screen reader users and ensures accessibility across different formats. This method is a valuable tool for anyone looking to create inclusive and accessible documents.

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!