1. General

Content: References to objects, use of colours, colours for conveying information..

1.1 References to objects

A reference to internal or external textual or graphical objects must be made by explicitly naming them, not solely on the basis of a description of their visual or auditory characteristics.

Further information

What does this mean?

Objects used must be referred to by explicit naming and description within the existing text. Internal textual objects refer to text, headings, footnotes and endnotes, as well as text boxes. External textual objects include, for example, hyperlinks. Graphical objects, on the other hand, include images, shapes, diagrams, tables, SmartArt and WordArt. All these objects must not only be referred to by their visual and auditory characteristics, such as colour, size, shape, position, volume or pitch, but must also be clearly named in text form. It is advisable to give the object a meaningful name directly within the text, link to it using that name, and refer to it in the description.

Why is this important?

For document accessibility, it is important that textual or graphical objects are understandable independently of specific sensory characteristics, such as sight or hearing. Otherwise, users who primarily rely on one sensory channel (visual or auditory) may not be able to perceive this information. For example, users with visual impairments or who are blind may find it difficult to understand the content of objects if that content is only identifiable through visual features or descriptions. Meanwhile, users with hearing impairments or deafness may find it difficult to form a mental picture of an object based on descriptions that refer exclusively to auditory characteristics.

By providing clear labels and descriptions of textual and graphical objects, documents become accessible to all users and help them find their way around.

How can you implement/check this?

If you wish to write a precise reference to an internal or external textual or graphical object in Excel, it is advisable to follow these steps:

1. Firstly, you should identify the object and ensure that it has a clear and concise name.
2. Next, you should describe the object in one or two sentences to convey its function and significance. Use clear and precise language to avoid misunderstandings.
3. Next, it is advisable to add a unique identifier, such as a number or a letter, to uniquely identify the object. This is particularly important if you are referring to several objects within the slide.
4. Once you have the unique identifier and the description of the object, you can insert the reference into the text. Use the identifier and the description to make your reference clear and precise.

The following list sets out recommended phrasing for referring to objects in Excel within the text:

1. As shown in Table/Figure [number] …
2. As indicated/shown in [author(s), year] …
3. As described/mentioned in [slide title, page/paragraph number] …
4. As was found in [name of study, year] …
5. As shown/mentioned in the previous [table/figure, section] …
6. As shown by the data/results from [study name, year] …
7. As mentioned/stated in [author(s), year, page/paragraph number] …
8. As mentioned/explained in [section or chapter number] …
9. As can be seen in the red circle [position of the circle on the slide] … 

1.2 Use of colours

Colours should generally be used sparingly.

Further information

What does this mean?

The aim should be to use colour sparingly and appropriately to convey information. Before the integration of colour into an information medium, it is advisable to carefully consider whether, and to what extent, it can help to improve the communication of information.

Why is this important? 

For some readers, too much colour can be a distraction or, due to strong visual impact, disrupt the flow of reading. In addition, there are users who cannot perceive all colours clearly or who work independently of colour-coded presentation. If information is conveyed exclusively through colour, these users may miss or fail to understand important information.

How can you implement/check this? 

It is recommended that the number of colours used be kept to a minimum in order to convey a clear and comprehensible message. Furthermore, when deciding whether to use colours, consideration should be given to their necessity to ensure that they actually add value to the communication of information. If colours are nevertheless used to convey information, this information should also be conveyed through other means, such as symbols, labels or patterns (see 1.3).

1.3 Colours for conveying information

Where colours are used to convey information (e.g. in diagrams or to highlight text), labels, symbols or patterns should also convey the same information.

Further information

What does this mean?

It is recommended that information is not conveyed exclusively through colour, but also through labels, symbols or patterns. This means, for example, that in a diagram, both colour AND a pattern should be used to represent a bar. For example, buttons in green and red are also labelled ‘yes’ and ‘no’. This helps ensure that the information is more easily perceived visually.

Why is this important? 

If information is presented solely through colours, users who cannot clearly distinguish between all colours may find it difficult to understand this information. There is a risk that information conveyed solely through colours will be lost on such groups of people. Recipients with colour vision deficiency, for example, have difficulty perceiving certain colours or contrasts. Colours with the same saturation can therefore prevent the full perception of what is being shown and result in not all information being taken in. Grey-scale contrasts should also be used sparingly, as users with colour vision deficiencies may find it difficult to distinguish between certain shades of grey or differences in brightness.

By also using labels, symbols or patterns, information can be presented in a variety of ways. This ensures that it remains accessible to groups of people who work independently of colour-based representations, are distracted by bright colours, or are highly sensitive to visual stimuli.

How can I implement/check this? 

For example, to add a pattern to a chart in Excel, proceed as follows:

1. Click on the part of the chart to which you wish to apply a pattern.
2. Click on ‘Format’ and then on the small arrow in the top-right corner, next to the ‘Shape Types’ tab.
3. A new window will open on the right-hand side for formatting the chart.
4. Click on the small paint bucket icon labelled ‘Fill and Lines’.
5. Select ‘Pattern Fill’ and choose your desired pattern and colours.

You should also add a label or axis title to each chart in Excel by following these steps:

1. Select the desired chart with the mouse and right-click on the large plus icon.
2. If you tick the ‘Axis Titles’ option here, they will appear on the chart.
3. Now double-click with the left mouse button on one of the two axis labels.
4. You can now change the label, as well as its size, font and colour, amongst other things.
5. If you hold down the axis title with the mouse, you can move it to a different location. You can also delete the axis labels in this way.

Charts and other visualisations should be viewed in various ways to check their accessibility, for example by hiding colours or adjusting the brightness, to ensure that the information is easily understandable regardless of colour. There are various ways to do this.

Print the relevant page in greyscale to get an idea of what your visualisations look like without colour. In addition, you can adjust the brightness on your device from ‘very high’ to ‘very low’ and check whether the information remains accessible.