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7. Graphics

Content: Alt Text, Complex Images, Text Graphics, Minimum Contrast for Graphic Elements, Animated Graphics.

7.1 Alt Text

Graphics and videos include a short, concise alt text. Graphics and videos with no informational value are marked as decorative.

Further information

What does this mean?
To improve the accessibility of a PowerPoint presentation, all graphics and videos it contains should be provided with alt text describing what is shown. Alt text is a short and concise description of the content of a graphic or video that is read by screen readers and text-to-speech software to help users understand the content.

Purely decorative images or videos with no relevance to the content should be marked accordingly. In PowerPoint, a graphic or video can be marked as decorative to indicate that it contains no content relevant to the presentation and can therefore be skipped by screen readers and text-to-speech software.

Why is this important?
Appropriate alt text for a graphic or video is important because it enables all users to understand the content. If no alt text is provided, or if it is inadequate, the graphic or video becomes inaccessible to users of screen readers and text-to-speech software. This means that these users may miss important information contained in the element.

Appropriate alt text describes the graphic element briefly and concisely and explains how it relates to the content of the presentation. If the element contains important information that is not, or cannot be, presented elsewhere in the text, it is important to include this information in the alt text so that it can be conveyed by screen readers and text-to-speech software. A detailed description of the graphic or video is not usually necessary in alt text. Elements that contain a large amount of important information should either be described in the main text itself or be accompanied by a longer text alternative. As a general rule, alt text should not exceed 120 characters.

An example of appropriate alt text for a graphic would be: Group photo of employees on a company outing standing in front of a mountain backdrop. This alt text tells screen reader and text-to-speech users what can be seen in the graphic.

How can you implement/check this?
To add alt text to a video or graphic in PowerPoint, follow these steps depending on your operating system:

Mac

  1. Select the object.
  2. In the ribbon, select the object’s Shape Format tab and then Alt Text.
  3. In the Alt Text pane, enter one or two sentences in the text box to describe the object and its context.
  4. Alternatively, after selecting the object, you can right-click and choose View Alt Text.... A pop-up window will then appear.

Windows

  1. Click the video or graphic to select it.
  2. On the Format tab, click Alt Text.
  3. A pane called Alt Text will open on the right-hand side of the screen. Enter a description of the video or graphic that conveys its content and significance.
  4. Check the alt text to ensure that it contains the relevant information and is appropriate.

To mark videos or graphics as decorative in PowerPoint, follow these steps depending on your operating system:

Mac

  1. Select the object.
  2. On the ribbon, select the object’s Format tab and then Alt Text.
  3. Tick the Mark as decorative checkbox. The text input field will be greyed out.

Windows

  1. Click the video or graphic to select it.
  2. On the Format tab, click Alt Text, or right-click the object.
  3. A pane called Alt Text will open on the right-hand side of the screen.
  4. Tick the box next to Mark as decorative to mark the video or graphic as decorative.

7.2 Complex Images

Complex images, for example comics, SmartArt, or charts, have a detailed descriptive text alternative.

Further information

What does this mean?
A detailed descriptive text alternative for an image contains a fuller description of the image content and its significance for the presentation. Unlike alt text, which provides only a brief summary of the image content, a detailed descriptive text alternative should convey all the important details needed to understand the image. It should use clear and precise language and include all key information in the image, including colours, shapes, text, people, places, and actions shown. However, the text should not be redundant or unnecessarily long and should be limited to the relevant information contained in the image.

If a text alternative is required for a visual element, it should be provided either in the same presentation or in a separate document. If the text alternative is included in the same presentation as the image, it should be placed near the image. This makes it easier for users who need an image description to find it. If the text alternative is provided in a separate document, the presentation should refer to it, for example via a link, and make it accessible.

Why is this important?
The use of detailed descriptive text alternatives is an important aspect of digital accessibility because it ensures that users with visual impairments can understand the content of complex images and charts. A detailed descriptive text alternative can be particularly important if the image contains key information that cannot be conveyed elsewhere in the presentation text. Since complex images are often difficult to describe, it is essential that they are provided with a precise and detailed text alternative so that everyone can understand their content.

An example of a detailed descriptive text alternative for a complex image might be: The image shows a group of people sitting around a round table and having a discussion. In the centre of the table is a cake with 'Happy Birthday' written on it. The people are standing around the table, smiling and raising their glasses in a birthday toast. The room is decorated with balloons and bunting, and a band can be seen playing music in the background. The more important the details are for understanding the content, the more thoroughly they must be described.

How can you implement/check this?
A descriptive text alternative should contain a precise and accurate description of the visual element, for example an image, chart, or graphic, and convey its significance for the content of the document. The following steps may help you create a good descriptive text alternative:

  1. Identify the visual element: consider which visual element is to be described and what information it contains.
  2. Describe the visual element: describe it in as much detail as necessary to create a clear understanding of what is shown in the image or chart.
  3. Consider the context: think about how the visual element fits into the context of the presentation and what information it conveys. Make sure the text alternative helps readers understand its significance within the presentation.
  4. Use clear and concise language, adapting it to the target audience where necessary.
  5. Avoid redundancy: do not repeat information that is already included in the document text.

You can check your text alternatives by following these steps:

  1. Check whether the text alternative includes all key information from the visual element.
  2. Ensure that the text alternative is understandable and easy to read.
  3. Check whether the text alternative makes sense in the context of the document and has a clear connection to the text or other visual elements.
  4. Ask someone unfamiliar with the information conveyed by the visual element to read the text alternative and assess whether they can understand its meaning and purpose.
  5. Check that the text alternative is not redundant, that is, that it does not repeat information already presented in the text.

 

7.3 Text Graphics

No images or WordArt are used to represent text (text graphics). Exception: essential text graphics have meaningful alt text. Redundant text graphics are marked as decorative.

Further information

What does this mean?
It is recommended not to present text using text graphics. Instead, the text should be typed and formatted as actual text. If text graphics are used nonetheless, it is necessary to provide alt text that describes the content of the text graphic. If the text graphics are redundant and contain the same text as the surrounding text, they should be marked as decorative.

Text graphics are graphics consisting entirely of text characters and symbols and containing no images, photographs, or other visual elements. They are frequently used in the design of logos, posters, banners, and other marketing materials. WordArt is a form of text graphic that allows users to style text in various ways and shapes.

Why is this important?
The use of text graphics can create accessibility barriers in digital content because they may not be recognised properly by screen readers or text-to-speech software used by people with visual impairments. If text is entered and formatted as real text, it can be read more easily by assistive technologies. However, if text graphics are used, it is important to provide alt text to ensure that the content of the graphic can be understood by all users.

How can you implement/check this?
To avoid text graphics in PowerPoint, enter and format text as actual text rather than inserting it as an image or WordArt. If you do use text graphics, provide alt text as described in section 7.1.

7.4 Minimum Contrast for Graphic Elements

Graphic elements that convey information, for example lines or adjacent areas, have a minimum contrast ratio of 3:1 against the background.

Further information

What does this mean?
Graphic elements that convey information are visual elements that communicate information in a presentation. These include, for example, lines, adjacent areas, and other graphic aids. When used in PowerPoint, they must have a minimum contrast ratio of 3:1 against the presentation background. This minimum contrast refers to the difference in brightness or colour between the colours used in the graphic elements and the background.

Why is this important?
For users with visual impairments, sufficient contrast between graphic elements and the background can be crucial in enabling them to recognise those elements. Insufficient contrast makes elements harder to perceive and can lead to misinterpretations. It is therefore important that graphic elements such as images or buttons have sufficient contrast.

Adequate contrast not only helps users with visual impairments. Users working in poor lighting conditions, using black-and-white printouts, or following a presentation via a projector also benefit from a high contrast ratio. Sufficient contrast ensures that content is clearly visible and therefore easier to understand and process.

How can you implement/check this?
In PowerPoint, there are various ways to achieve a minimum contrast ratio of 3:1:

  1. Use high-contrast colours: choose colours that contrast strongly with each other, for example black on white or yellow on black.
  2. Use built-in colour schemes: PowerPoint offers a variety of built-in colour schemes designed to support readability and contrast. These can be found under the Design tab in the ribbon.
  3. Use online tools or downloadable software to check the contrast ratio automatically.

However, it is important to note that a contrast ratio of 3:1 is only the absolute minimum. A higher contrast ratio is recommended, especially if the presentation is intended for users with visual impairments or reading difficulties.

7.5 Animated Graphics

No animated graphics, such as GIFs, are used.

Further information

What does this mean?
Animated graphics in the form of GIF files should not be used in a presentation. Animated graphics, or GIFs (Graphics Interchange Format), are graphic file formats that can play a sequence of images in a loop to create a short animation. Because of this looping function, GIFs continue to play until the user closes them or moves on. Still images can also be converted into GIF format, but this significantly reduces image quality.

Why is this important?
Animated graphics should not be used in accessible digital content. It is important to note that GIFs generally do not offer a way to pause or stop the animation. This can make it difficult for users with, for example, concentration difficulties to absorb the content or focus on content outside the animation. In addition, rapid movement or flickering effects can trigger seizures in some users with photosensitivity.

How can you implement/check this?
To look specifically for GIFs in your presentation, you can check the slides manually. Click through each slide and inspect it visually to see whether a GIF is present.

Alternatively, you can use the Animation Pane in PowerPoint to look for animations, including GIFs, in your presentation:

  1. Go to the Animations tab in the menu bar.
  2. Click Animation Pane in the Advanced Animation group.
  3. The Animation Pane will open on the right-hand side of the screen. Here you can see an overview of all animations in your presentation.
  4. Check the list of animations for the presence of GIFs. A GIF is usually displayed as Picture in the animation list.

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