Adding Alt Text to Excel Charts

Understanding Alt Text in Excel

Alt text is critical for making Excel charts accessible to users who rely on screen readers. It describes charts and graphs, allowing users with visual impairments to understand the conveyed information. Every chart in Excel must have alt text for full accessibility compliance.

Step-by-Step Guide to Add Alt Text

To add alternative text to a chart in Excel, select the chart and right-click to open the context menu. Choose 'Format Chart Area' and then navigate to the 'Size & Properties' tab. Look for the 'Alt Text' option and enter a concise description of the chart in the provided text box. Ensure the description is clear, descriptive, and conveys the chart's purpose and content.

Best Practices for Excel Chart Accessibility

When adding alt text to charts, use descriptive titles and labels that are easy to read. Employ light-colored text on dark backgrounds or dark text on light backgrounds to enhance contrast. Opt for sans-serif fonts and avoid italicizing text to maintain legibility for all users.

Automating Alt Text Retrieval

For users familiar with AppleScript, the script "tell application "Microsoft Excel" set myShapes to shapes of active sheet" can retrieve the alt text of a chart. Use "set altText to alternative text of (item 1 of myShapes)" to return the alt text of the first chart in the sheet. This can streamline the process for multiple charts.

Fixing Accessibility Errors

If you encounter accessibility errors when adding alt text due to embedded charts in Word documents, avoid using the Reading Order tool. This tool converts only the chart area to a figure and may not capture all chart elements. Instead, directly input alt text in Excel before embedding the chart into Word documents to ensure all elements are accurately described.

Common Use Cases

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  Making Excel charts accessible for visually impaired users
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  Improving SEO for Excel charts shared on web pages
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  Facilitating the understanding of chart data for users with cognitive disabilities
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  Ensuring compliance with accessibility standards for official documentation
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  Enhancing the user experience by providing descriptive narratives for complex charts

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