1. General

Content: References to Objects, Use of Colours, Colours for Conveying Information.

1.1 References to Objects

References to internal or external textual or graphical objects are made by explicitly naming them, not solely by describing their visual or auditory characteristics.

Further information

What does this mean?
Objects used in a presentation should be referred to by explicitly naming and describing them in the text. Internal textual objects include text, headings, footnotes and endnotes, as well as text boxes. External textual objects include, for example, hyperlinks. Graphical objects include images, shapes, charts, tables, SmartArt, and WordArt. These objects should not be referred to solely by their visual or auditory characteristics, such as colour, size, shape, position, volume, or pitch; they should also be clearly identified in text. It is advisable to give the object a meaningful name in the text, link to it where appropriate, and refer to it consistently in the description.

Why is this important?
For presentations to be accessible, textual and graphical objects must be understandable independently of any specific sensory characteristic, such as sight or hearing. Otherwise, users who primarily rely on one sensory channel, whether visual or auditory, may not be able to perceive the information properly. For example, people with visual impairments or blindness may find it difficult to understand the content of objects if it can only be recognised through visual features or descriptions. Likewise, users with hearing impairments or deafness may find it difficult to form a clear understanding of an object if the description refers only to auditory characteristics.

By naming and describing textual and graphical objects clearly, presentations become more accessible to all users and provide better orientation.

How can you implement/check this?
If you want to provide a precise reference to an internal or external textual or graphical object in PowerPoint, it is advisable to follow these steps:

1. Make sure that the object has a clear and concise name.
2. Describe the object in one or two sentences in order to convey its function and significance. Use clear and precise language to avoid misunderstandings.
3. Add a unique identifier, such as a number or a letter, in order to identify the object clearly. This is particularly important if you are referring to several objects on one 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 description consistently so that your reference remains clear and precise.

The following list contains recommended wording for textual references to objects in PowerPoint:

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 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 [name of object] [position on the slide] …

1.2 Use of Colours

Colours are generally used sparingly.

Further information

What does this mean?
Colour should be used sparingly and purposefully when conveying information. Before using colour in an information medium, it is advisable to consider carefully whether, and to what extent, it actually contributes to improving the communication of information.

Why is this important?
For some users, too much colour can be distracting or may disrupt the reading flow because of heightened sensory perception. In addition, some users cannot distinguish all colours clearly or work independently of colour-based representations. If information is conveyed exclusively through colour, these users may miss or misunderstand important information.

How can you implement/check this?
It is recommended that the number of colours used be limited to what is strictly necessary in order to convey a clear and understandable message. In addition, when deciding whether to use colour, you should consider whether it is actually necessary and whether it adds value to the communication of information.

If colours are nevertheless used to convey information, that information should also be communicated in other ways, such as through symbols, labels, or patterns, as described in section 1.3.

1.3 Colours for Conveying Information

Where colours are used to convey information, for example in charts or to highlight text, labels, symbols, or patterns convey the same information.

Further information

What does this mean?
It is recommended that information should not be conveyed exclusively through colour, but also through labels, symbols, or patterns. This means, for example, that in a chart both colour and pattern should be used to distinguish a bar. Similarly, buttons shown in green and red should also be labelled yes and no. This creates additional ways of improving the perception and understanding of visual information.

Why is this important?
If information is presented solely through colour, users who cannot clearly distinguish all colours may have difficulty understanding it. There is a risk that information conveyed only by colour will be lost for these user groups. For example, users with colour vision deficiencies may have difficulty perceiving certain colours or contrasts. Colours with the same saturation may make it difficult to perceive all the information shown. Grey-scale contrasts should also be used only sparingly, as users with colour vision deficiencies may have difficulty distinguishing certain shades of grey or subtle differences in brightness.

By also using labels, symbols, or patterns, information can be presented in multiple ways. This helps to ensure that it remains accessible for users who work independently of colour-based representations, are distracted by bright colours, or are highly sensitive to visual stimuli.

How can you implement/check this?
There are different procedures for Mac and Windows when implementing and checking this requirement.

For example, to add a pattern to a chart in PowerPoint, you can proceed as follows:

Mac

1. Click the chart to select it. A border should now appear around it.
2. Click the part of the chart to which you want to apply a different colour and a pattern.
3. Right-click to open the pop-up menu and select Format Data Series. A pane will appear on the right-hand side.
4. Under Fill, select a strong colour under Solid Fill.
5. Then, under Pattern Fill, select a clearly distinguishable pattern that has not yet been used in that chart in the same colour combination.

Windows

1. Click the chart to select it. A border should now appear around it.
2. Click the Format tab in the menu bar to display the chart formatting options. On the left-hand side, you will find a drop-down menu where you can select which part of the chart you want to edit.
3. In the Format tab, click the Fill Effects button to open the fill menu for the chart.
4. Select the Pattern option from the Fill Effects drop-down menu.
5. Choose a pattern by clicking it. You can select from a wide range of patterns, including diagonal lines, dots, crosses, and more.

You should also add labels to each chart in PowerPoint. You can do this as follows:

Mac

1. Click Print Layout in the View menu.
2. Click the chart and then open the Chart Design tab.
3. Click Add Chart Element, then Data Labels and/or Axis Titles, and select the desired option.
4. Choose the position of the data labels. If the data for the chart is not generated automatically, enter it manually.
5. Change the font, size, and colour of the label by clicking the relevant buttons in the menu bar.
6. Position the label where you want it by dragging it with the mouse.
7. Repeat this process for any other labels you wish to add.

Windows

1. Click the chart to select it. This will display the chart tools in the menu bar.
2. Click the Chart Design tab above the menu bar to access the chart tools.
3. In the Add Chart Element section, click Data Labels, Axis Titles, or Chart Title to display the available labelling options.
4. Select the label you want to add.
5. Enter the text for the label by clicking the text box that appears on the slide.
6. Change the font, size, and colour of the label using the relevant buttons in the menu bar.
7. Position the label where you want it by dragging it with the mouse.
8. Repeat this process for any other labels you wish to add.

Charts and other visualisations should also be reviewed in different ways, for example by removing colour or adjusting brightness, in order to ensure that the information remains understandable independently of colour.

Print the relevant slide in greyscale to get an impression of how your visuals appear without colour. You can also adjust the brightness on your device from very high to very low and check whether the information remains accessible.