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 document 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 document accessibility, it is important that textual and graphical objects can be understood independently of specific sensory characteristics, such as sight or hearing. Otherwise, users who primarily rely on one sensory channel, whether visual or auditory, may not be able to access this information. For example, users with visual impairments or blindness may find it difficult to understand the content of objects if it can only be identified 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, documents 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 Word, it is advisable to follow these steps:

1. First, identify the object and make sure that it has a clear and concise name.
2. Then describe the object in one or two sentences to convey its function and significance. Use clear and precise language to avoid misunderstandings.
3. Next, 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 in the same document.
4. Once you have the unique identifier and the description of the object, insert the reference into the text. Use the identifier and the description consistently so that your reference remains clear and precise.

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

1. As shown in Table/Figure [number] …
2. As indicated/demonstrated in [author(s), year] …
3. As described/mentioned in [section heading, 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 in the document] …

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 visual sensitivity. 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. Greyscale 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?
For example, to add a pattern to a chart in Word, proceed as follows:

1. Click the chart to select it.
2. Click Chart Tools and then Design, or, if you are using a Mac, Chart Design in the menu bar.
3. Click Select Data and select the data points you want to label.
4. Click Format and select Format Data Series. Depending on the version you are using, Excel may open if the chart is based on Excel data.
5. Under Fill, select the Pattern option and choose the desired pattern.
6. Click Border Colour and select a colour for the border of the pattern.
7. Select Border Weight and adjust the width of the border.
8. Click Close to close the dialogue box and save your changes.

You should also add labels to each chart in Word as follows:

1. Click the chart to select it.
2. If you are using Windows, click Chart Tools and then Layout in the menu bar. On a Mac, skip this step.
3. Click Add Chart Element and select Axis Titles.
4. Select either Primary Horizontal Axis or Primary Vertical Axis, depending on which axis you want to label.
5. Select Axis Title and enter the required text.
6. Click Format and adjust the font, font size, and colour of the label.
7. Repeat steps 3 to 6 if you want to add a label to the other axis.

Alternatively, you can also add a chart title or legend to label charts.

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 page 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.