Figures Accessibility How-To Guide
Purpose:
This guide helps faculty create accessible figures so all students—including those using screen readers or other assistive technologies—can access and understand visual information.
Figures may include images, charts, graphs, illustrations, screenshots, or other visual elements used to support instructional content. Accessible figures ensure that important visual information is also available in text form, allowing all learners to interpret the meaning and context of the content.
1. Add Alternative Text (Alt Text)
Why: Screen readers cannot interpret images or figures unless alternative text (alt text) is provided. Alt text allows assistive technologies to describe the meaning or purpose of the visual to the students who cannot see it.
How:
In Word or PowerPoint:
- Right-click the image or figure.
- Select View Alt Text or Format Picture.
- Enter a short description explaining the figure.
Example alt text:
“Bar chart showing enrollment increases from 2022 to 2025.”
Tips:
Alt text should:
- Describe the instructional meaning of the image
- Be concise but informative
- Focus on what students need to understand
Avoid describing unnecessary visual details.
For more information, please visit Alt Text.
2. Mark Decorative Images as Decorative
Why: Some images are purely decorative and do not add instructional value.
If decorative images are not marked properly, screen readers will attempt to read them, which can create unnecessary distractions for users.
How:
When an image does not contain meaningful information:
- Right-click the image.
- Select View Alt Text.
- Check Mark as Decorative.
Examples of decorative images:
- Background graphics
- Design elements
- Icons used purely for visual style
Tips:
If removing the image does not affect understanding, it is likely decorative.
For more information, please visit Alt Text.
3. Ensure Figures are Clear and Readable
Why: Low-quality images or visuals with small text can make figures difficult to read, especially for students with low vision. Accessible figures should remain clear, legible, and easy to interpret.
How:
Follow these guidelines:
- Use high-resolution images
- Ensure text within figures is readable
- Maintain high contrast between text and background
Tips:
Avoid:
- Blurry images
- Tiny labels or annotations
- Light text on light backgrounds
For more information, please visit Color Considerations.
4. Do Not Convey Meaning Using Color Alone
Why: Students with color vision deficiencies may not be able to distinguish meaning conveyed solely through color. Important information should always be communicated using multiple visual indicators.
How:
Combine color with:
- Text labels
- Patterns or textures
- Symbols or icons
Example:
Instead of relying only on color:
Red bars = losses
Green bars = gains
Use:
“Losses (red)” and “Gains (green)” labels.
Tips:
Always assume some users cannot distinguish between colors.
For more information, please visit Color Considerations.
5. Provide Text Descriptions for Complex Figures
Why: Some figures—such as detailed graphs, charts, or scientific illustrations—may contain more information than can reasonably fit in short alt text.
Providing a longer text explanation ensures that students can fully understand the information.
How:
If a figure is complex:
- Provide a paragraph description near the figure
- Explain the key trends, results, or relationships
Example:
“The graph shows a steady increase in course enrollment from 2022 through 2025, with the largest growth occurring between 2023 and 2024.”
Tips:
Descriptions should focus on the key takeaway, not every data point.
For more information, please visit Legible/Readable/Understandable.
6. Avoid Using Images of Text
Why: Images containing text cannot be easily read by screen readers or resized for readability. Students using assistive technologies may not be able to access the information.
How:
Whenever possible:
- Use actual text instead of images of text
- Recreate text content within the document
If an image must contain text:
-
Provide alt text that includes the text content
Tips:
Logos are one of the few acceptable exceptions.
For more information, please visit Legible/Readable/Understandable.
7. Position Figures Near Relevant Content
Why: Figures should appear closer to the text that explains them so students can easily connect the visual to the instructional context. This improves both accessibility and comprehension.
How:
When adding figures:
- Place the image immediately after the paragraph referencing it
- Provide a figure caption when appropriate
Example:
Figure 1: Enrollment Trends from 2018-2020
Tips:
Avoid placing figures far from the text describing them.
For more information, please visit Clear Structure.
8. Review Figures with Accessibility Tools
Why: Accessibility checkers help identify common issues such as missing alt text.
How:
In Word or PowerPoint:
- Select Review.
- Choose Check Accessibility.
- Review flagged issues.
Common issues include:
- Missing alt text
- Improper object descriptions
Tips:
Accessibility tools detect technical issues but cannot determine if the alt text is meaningful. Always review descriptions manually.
For more information, please visit Accessibility Checkers.
Quick Reference / Checklist
| Task | Done? |
| Add alt text to figures |
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| Mark decorative images appropriately |
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| Ensure images are clear and readable |
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| Maintain high color contrast |
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| Avoid using color alone to convey meaning |
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| Provide descriptions for complex figures |
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| Avoid images of text |
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| Review figures with Accessibility Checker |
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