How to Add Alt Text to a Chart in Excel

If you’re working with charts in Microsoft Excel, it’s important to include alt text to make it accessible for people with visual impairments. Alt text is a description of the content within an image or chart. When screen readers encounter alt text, they read it aloud so that people who cannot see the content can still understand what it conveys. Adding alt text to charts in Excel is a simple process that can make your content more inclusive. In this blog post, we will walk you through the steps to add alt text to a chart in Excel.

Understanding Alt Text in Excel Charts

Alt text is a brief description of the content within an image or chart. It is used to make content more accessible to people with visual impairments. Screen readers, which are used by people who are blind or have low vision, rely on alt text to describe the content within an image or chart.

Step 1: Select the Chart

Start by selecting the chart you want to add alt text to. Click on the chart to select it.

Step 2: Right-click and Select Format Chart Area

Once the chart is selected, right-click on the chart and select “Format Chart Area” from the context menu.

Step 3: Click on the Size & Properties Icon

In the Format Chart Area pane that appears on the right-hand side of the screen, click on the icon with two circles and three lines to access the size and properties options.

Step 4: Add Alt Text in the Description Field

In the Format Chart Area pane, scroll down to the “Alt Text” section. In the “Description” field, add a brief description of the data within the chart. Keep it concise and descriptive, aiming for no more than 150 characters. Avoid using phrases like “click here” and “image of” in your description.

Step 5: Test Alt Text with a Screen Reader

Once you’ve added alt text to your chart, test it with a screen reader to make sure it is accurate and descriptive. Open a screen reader program and activate it by pressing its hotkeys, usually Ctrl+Alt+R. Navigate to the chart and listen to the description to ensure it accurately represents the content.

In Conclusion

Adding alt text to charts in Excel is a simple but important step in making your content accessible to people with visual impairments. By following these easy steps, you can ensure that everyone is able to understand the content you are presenting. Remember to keep your alt text concise and descriptive, and avoid using jargon or meaningless terms.

The Importance of Alt Text in Excel Charts

Alt text is not only important for making your content more accessible to people with visual impairments, but it also has other benefits. Including alt text in your charts can improve search engine optimization (SEO) and make it easier for users to find your content. Alt text can also help users who are experiencing slow internet speeds or have turned off images to better understand your content.

Best Practices for Writing Alt Text

When it comes to writing alt text for charts, there are specific best practices you should follow to ensure it accurately represents the content while also being concise and descriptive. Some best practices for writing alt text include:

• Keep it concise: Aim for no more than 150 characters.
• Include important details: Mention the type of chart, any trends, and key data points.
• Avoid using “click here” or “image of” in your description.
• Use plain language: Avoid using jargon or technical terms.
• Use active voice: Start your description with a verb to create a clear sense of what the chart represents.
• Avoid editorializing: Stick to the facts and avoid adding personal opinions or interpretations.

Other Accessibility Considerations

Adding alt text to your chart is an important step in making it accessible, but it is not the only consideration. Some other accessibility considerations to keep in mind when creating charts in Excel include:

• Using high-contrast colors and large fonts to make it easier for users with low vision to read the content.
• Avoiding the use of color alone to convey information, as users with color blindness may not be able to distinguish between different colors.
• Providing a text-based description of the chart for users who cannot access the visual content.
• Ensuring that charts are navigable with a keyboard, as some users may not be able to use a mouse or other pointing device.

By following these accessibility best practices, you can ensure that your charts are usable by all users, regardless of their abilities.

Frequently Asked Questions

Here are some common questions people ask about adding alt text to charts in Excel:

Why is it important to add alt text to charts in Excel?

Adding alt text to charts in Excel is important for making them accessible to users with visual impairments. Alt text is read aloud by screen readers, allowing users who cannot see the content to understand it. Alt text also improves SEO and can help users who are experiencing slow internet speeds or have turned off images to better understand your content.

How do I know if the alt text I added to my chart in Excel is accurate?

The best way to test the accuracy of your alt text is to use a screen reader program. Open a screen reader program and navigate to the chart to listen to the description and ensure it accurately represents the content. You can also have someone with a visual impairment or low vision test your chart for accessibility.

What should I include in the alt text for my Excel chart?

Your alt text should include a brief description of the data within the chart, mentioning the type of chart, any trends, and key data points. Keep it concise and descriptive, aiming for no more than 150 characters. Avoid using phrases like “click here” and “image of” in your description and stick to plain language.

Are there any other accessibility considerations I should keep in mind when creating charts in Excel?

Yes, there are several other accessibility considerations to keep in mind when creating charts in Excel. These include using high-contrast colors and large fonts to make it easier for users with low vision to read the content, avoiding the use of color alone to convey information, providing a text-based description of the chart for users who cannot access the visual content, and ensuring that charts are navigable with a keyboard as some users may not be able to use a mouse or other pointing device.

What are the consequences of not adding alt text to charts in Excel?

The consequences of not adding alt text to charts in Excel include excluding users with visual impairments who rely on screen readers to understand content. This can result in these users being unable to access and use your content, which can lead to frustration, lost opportunities, and legal issues related to accessibility compliance.