How to Add Accessible Alt Text to Word or Excel Charts in PDF
Question details
The user needs to learn how to add accessible alternative text to charts exported from Word or Excel to PDF without triggering nested accessibility errors.
- Product
- Device & OS
- not provided
- Scenario
- Exporting documents containing charts to PDF while maintaining accessibility standards for screen readers.
- Observed behavior
- The user aims to ensure charts are properly tagged with alt text as a single figure, avoiding nested elements that cause accessibility checker errors.
Ensure you have the source Word or Excel document available, as applying alternative text before exporting to PDF is the most efficient method.
Apply Alternative Text in Source Document and Export as Tagged PDF
The best way to ensure accessibility is to add alt text directly in Word or Excel and use a supported export method that preserves document tags.
Adding alt text in the source document ensures that whenever the document is updated and re-exported, the accessibility information is preserved.
It is crucial to apply the alt text to the chart as a whole rather than its individual internal elements (like gridlines or data series) to prevent nested tagging errors.
Right-click the chart in your Word or Excel document and select 'Edit Alt Text' from the context menu.
Type a meaningful description of the chart in the Alt Text pane. Avoid applying alt text to individual nested elements inside the chart.
Navigate to 'File' and choose 'Save As'.
Select 'PDF' as the file format. Click on 'Options' and ensure that 'Document structure tags for accessibility' is checked before saving.
Add or Edit Alt Text Directly in the PDF Editor
If you do not have the source document, you can add or modify the alternative text directly using a PDF editor's built-in accessibility tools.
Create Accessible PDFs with WPS Office
WPS Office allows you to easily add alternative text to charts and export your documents as PDFs, ensuring your files are professional and ready for distribution.
- 1. Insert Chart Alt Text: In WPS Writer or Spreadsheets, right-click your chart, select 'Object Format', and input a clear description in the Alternative Text field.
- 2. Export to PDF: Go to 'Menu' and click 'Export to PDF'. This will convert your document safely while maintaining the necessary structural formatting.
- 3. Check PDF Output: Open the generated file in WPS PDF to confirm the chart renders correctly and your document is ready for sharing.
Frequently Asked Questions
Why am I getting nested alternative text errors in my PDF?
Nested alt text errors occur when alternative text is applied to both the main chart container and the individual elements (like bars, legends, or lines) inside the chart. To fix this, only apply alt text to the outer figure.
Does the 'Print to PDF' function keep my alternative text?
No, printing a document to a virtual PDF printer flattens the file and strips away structural tags, including all alternative text. You should always use the 'Save As PDF' option or a dedicated PDF export tool.
Can I edit alternative text after the PDF is created?
Yes. If you have a PDF editor with accessibility features, you can locate the figure tag in the accessibility or tags pane and modify or add the alternate text directly within the PDF.
How long should alternative text for a chart be?
Alternative text should be concise, ideally 1-2 sentences. If a chart requires a complex explanation of data trends, provide a brief summary in the alt text and include the detailed data explanation in the surrounding body text of the document.
