Accessible PowerPoint (implementation guide)

7.2. Complex images

Complex images (e.g. comics, SmartArts, diagrams) have a detailed descriptive text alternative.

What is meant by this?

A detailed descriptive text alternative for an image contains a detailed description of the image content and its significance for the presentation. In contrast to an alternative text, which only contains a brief summary of the image content, a detailed descriptive text alternative should convey all the important details of the image that are necessary for the image to be understood. A full descriptive text alternative should use clear and concise language and include all the important information of the image, including colours, shapes, text, staff, people, places and actions depicted in the image. However, the text should not be redundant or superfluous and should be limited to the relevant information contained in the image.

If a text alternative is required for a visual representation, 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 located near the image. This way, recipients who need an image description can easily find the text alternative. If the text alternative is provided in a separate document, a link to the text alternative should be included in the presentation and made accessible.

Why is it important?

The use of fully descriptive text alternatives is an important aspect of digital content accessibility as they ensure that visually impaired recipients can understand the content of complex images and diagrams. A detailed descriptive text alternative can be particularly important if the image contains important information that cannot be presented in any other way in the text of the presentation. As complex images are often difficult to describe, it is essential that they are accompanied by a precise and detailed text alternative so that everyone can understand the content of the image.

An example of a detailed descriptive text alternative for a complex picture could look like this: "The picture shows a group of people sitting at a round table and discussing. In the centre of the table is a cake with "Happy Birthday" written on it. The staff, people are walking around the table, smiling and raising their glasses to toast the birthday. The room is decorated with balloons and garlands and you can see a band playing music in the background." The more important the details are for understanding the content, the more detailed they need to be described.

How can I implement/check it?

A descriptive text alternative should contain a precise and accurate description of the visual element (e.g. image, diagram, graphic) and convey its importance to the content of the document. Here are some steps that can help you create a good descriptive text alternative:

1. Identify the visual element: Think about which visual element is to be described and what information it contains.
2. Describe the visual element: Describe the visual element in as much detail as possible to ensure a clear picture of what is shown in the image or diagram.
3. Consider the context: Consider how the visual element fits into the context of the presentation and what information it conveys. Make sure that the text alternative helps the reader to understand the meaning of the visual element in the context of the presentation.
4. Use clear language: Use clear, simple language and avoid technical terms or abbreviations that may be difficult to understand.
5. Avoid redundancy: Avoid repeating information that already exists in the text of the document.

There are a few steps you can take to check your text alternatives:

1. Check whether the text alternative contains all the important information of the visual element.
2. Make sure 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 who does not know the information in the visual element to read the text alternative and check that they can understand the meaning and purpose of the visual element.
5. Check that the text alternative is not redundant, i.e. that it does not repeat any information already in the text.