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Creating accessible images, tables, diagrams and graphs

This page provides guidance on making images, table, diagrams and graphs accessible for disabled people.

Using images and decorative visuals

Images can make information clearer for many people, including those who are Deaf or have learning disabilities. People who are blind or have low vision can’t see images, so they rely on descriptions to access the same information.

  • When using images, diagrams, and graphs, include a brief written description of the image to help those who are blind or vision impaired engage with the material.
  • Add alt text to images. Alt text describes an image for people using assistive technology such as screen readers. Tips for writing alt text:
    • keep alt text short and clear (usually one sentence)
    • do not start with phrases like “Image of” or “Graphic of”
    • focus on the purpose and important details of the image
  • In Microsoft 365 products, you can add alt text by:
    1. right-clicking the image, shape, chart, or object and select ‘Edit Alt Text’
    2. typing 1–2 sentences describing the object and its context
    3. ticking ‘Mark as decorative’ instead of writing alt text if the image is decorative (for example, a decorative image could be a swirl or pattern used only for visual appeal, not to convey information). 
  • Use the Accessibility Checker in Microsoft 365. It finds most accessibility issues and suggests fixes, but it doesn’t catch everything. Open the Accessibility Checker by:
    1. going to the Review tab on the ribbon
    2. selecting Check Accessibility
    3. reviewing any issues in the pane that will open on the right
    4. clicking on an issue to see details and suggestions
    5. following the recommended steps.
  • Consider print accessibility. For printed materials, ensure images are large enough, have strong contrast, and include accompanying descriptions in plain language.

An example of an image and description

A young man in a wheelchair on the Wellington waterfront. He is wearing a jacket and glasses, with his hands on the wheels. He is looking into the distance past the camera.
A young man in a wheelchair on the Wellington waterfront. He is wearing a jacket and glasses, with his hands on the wheels. He is looking into the distance past the camera.

Creating accessible tables

Information provided in table format is sometimes incompatible with screen reader software. Tables are also difficult when you are producing large print documents – in this case, think about other ways to present the same information without a table. For example, the information may be able to be presented through bullet points.

Using graphs and diagrams


Graphs and diagrams can make information easier to understand. They need to be designed so everyone can access them, including people who use assistive technology or can’t see images.

  • Provide the data in another format. Include the underlying data in an accessible table so everyone can access the information.
  • Add clear alt text. Explain the main message of the graph or diagram, not every detail. Don’t rely on color alone: use patterns, labels, or shapes as well as color to show meaning.
  • Keep it simple. Avoid complex or decorative charts that make information harder to understand.
  • Offer alternatives if needed. Consider tactile graphics or other formats for people who can’t see the image.