Create an Accessible
PowerPoint Presentation
Instructional Support
Computer Services
What is Accessibility?
Wikipedia
Defines accessibility as being the degree to
which a product, device, service or environment
is available to as many people as possible.
What is Accessibility?
(continued)
Microsoft
Defines accessibility as making something that
can be usable by anyone – including those with
disabilities.
Since it is difficult to find out specifics about our
audience, we need to create documents and
presentations that are as accessible as possible
for everyone.
Accessible PowerPoint Presentations
Why?
• Better screen reader navigation
– Screen readers read a presentation using synthesized
speech for the blind and low vision
– Introduction to the Screen Reader
– Screen reader Demonstration
• Better communicate content to all people
– Sufficient structure and contrast to enable a
presentation to be understood
How to Navigate this Presentation
• Slides are presented in 3 ways:
– Why: Presents the rationale for the required or
suggested guideline presented
– Hands-on/Try It: Complete the activity specified on
the slide
– How-To: For reference only. Read the information so
that you will know how to accomplish the task
presented at another time
• Have fun!
Identify & Fix Accessibility Problems
ACCESSIBILITY CHECKER
Use the Accessibility Checker
Why?
• Identifies potential accessibility issues.
• Flags issues into three categories:
– Errors: Content is difficult or impossible to understand
– Warnings: Content in most, but not all cases difficult to
understand
– Tips: Content could be presented in a better way to
improve user experience
• Offers recommendations to fix problems
Use the Accessibility Checker
Hands-On: Try It
1. Select the File tab from the Ribbon
2. Select Info from the left menu
3. Select the Check Issues button, and then Check
Accessibility
4. The Accessibility Checker task pane
appears to the right.
5. View the Inspection Results
Identify Objects
ALTERNATIVE TEXT
Describe Non-Text Elements
Why?
• Images & objects cannot be discerned by a
screen reader:
– Pictures & Logos
– Charts & Tables
– Auto Shapes & Smart Art Graphics
– Embedded & Grouped Objects
Add Alternative Text to Images
Hands-On: Fix It!
1. Right-click the image on this slide
2. From the menu that appears,
select Format Picture, and then
select Alt Text
3. In the Title window, enter a title
for this picture, for example,
“Lecture Hall”
4. In the Description window, enter
text that best describes the
scene, for example, “Instructor
teaching a class of students in a
large lecture hall.”
5. Select the Close button
Add Alternative Text to Charts
How to!
1. On the Chart’s border, right
click
Workshop Attendance for
June
2. From the menu that appears,
select Format Chart Area
3. On the Format Chart Area
dialog box, select Alt Text
4. In the Description window,
read the suggested
descriptive narrative text
5. Select the Close button
WebEx, 38
Blackboard
, 60
Accessible
PDF, 40
Add Alternative Text to Tables
Hands-On: Fix It
1. Right-click the table on this slide
2. From the menu that appears, select
Format Shape
3. On the Format Shape menu dialog
box, select Alt Text
4. In the Title window, enter a title for
this chart, for example, “Enrollment
data by department”.
5. In the Description window, enter
text that best describes the content,
for example, “This enrollment status
list provides the names of students,
their department, and enrollment
status.”
6. Select the Close button
Name
Dept
Enrollment
Albert
Einstein
Math
Part-time
John
Lennon
Music
Full-time
Claude
Monet
Painting
Full-time
Define the Structure
TABLES
Define a Clear Table Structure
Why?
• To enable screen readers to better navigate
content accomplished by:
– Clear column headings
– Ensuring that the focus moves across the row and
then down to the first cell of the next row
– Avoiding Blank cells
(causes a screen reader to believe that there is
nothing more on the table to be read)
Define a Clear Table Structure
Hands-On: Test it!
1. Select the first cell
2. Continually tap the [Tab]
key
3. Ensure that the focus
moves across the rows
and then down
Activity
Description
% of Final Grade
Attendance
Attendance criteria
20%
Project 1
Project 1 criteria
10%
Test 1
Test 1 criteria
10%
Midterm Exam
Midterm criteria
15%
Group project
Group project criteria
20%
Test 2
Test 2 criteria
10%
Final Exam
Final exam criteria
15%
Define a Clear Table Structure
Hands-On: Fix it!
1. View the Warnings in the
Inspection Results pane for
this table
2. Delete the empty column
3. Split the merged cell and
adjust text accordingly
4. Read instructions in the
Notes pane on how to split
a merged cell
Activity
Description
% of Final Grade
Attendance
Attendance criteria
20%
Project 1
Project 1 criteria
10%
Test 1
Test 1 criteria
10%
Midterm Exam
Midterm criteria
15%
Group project
Group project criteria
20%
Test 2
Test 2 criteria
10%
Final Exam
Final exam criteria
15%
Define a Header Row for a Data Table
Why?
• Row and column headers:
– Distinguishes the heading text from the data area
– Provides context of table’s the contents
– Assists screen readers with navigation
Define a Header Row
Hands-On: Fix It
1. Select the first row of the
table
2. Select the Design tab
from the Table Tools
menu
3. In the Table Styles
Options group, select the
Header Row checkbox.
Name
Dept
Enrollment
Albert
Einstein
Math
Part-time
John Lennon
Music
Full-time
Claude Monet Painting
Full-time
Define the Structure
SLIDES
Ensure that Slides Have Unique Titles
Why?
• For those who cannot view slides:
– Slide titles are used for navigation
– Slide titles are used for selection
• Example: If two slides have the same title, there
will be no distinction between them when read
by a screen reader
• Proceed to the next slide where you will notice
that the slide contains the same title as this slide
Ensure that Slides Have Unique Titles
Why?
1. This slide contains the same title
as the previous slide
2. Read the Tip reported for this slide
in the Inspection Results Pane
3. Change the title for this slide
–
Replace the word Why? with
the word Continued
Add visible titles to your slides:
1. Select Outline View from the pane
2. Place the mouse pointer to the right of the Title slide
box for this slide
3. Type a unique name
Tip:
To restore a deleted slide placeholder text box,
select Reset from the Slides Group on the Home
tab.
Create an Invisible Slide Title
Why?
• A presenter may prefer not to have a slide title
as it may interfere with the design of a slide
• An Invisible slide will be represented in Outline
View to be read by screen readers
Create an Invisible Slide Title
Hands-On: Try It
1. Select the Home tab, and then select Arrange from the
Drawing Group
2. Select Selection Pane
3. View the Selection and Visibility pane to the right
4. Select the eye icon to the right of the title, for example,
Title 1
5. Notice that the title is hidden from this slide, however, the
slide title remains on the Outline
Verify the Reading Order of Objects
Why?
• Screen readers:
– Cannot display all of a slide’s content at once
– Read content in the order that they are added to a slide
• Information must be coherent when read aloud
• Objects used that are not part of a slide template
may not be in the correct order to be read
Verify the Order of Objects
Hands-On: Try It
1. Return to Slide view
2. Proceed to the next slide
3. Click on any open area on the slide
4. Tap the Tab key to select the next shape in sequence
5. Follow the instructions presented on the next slide to fix
the incorrect order of objects
Fix the Order of Slide Elements
Hands-On: Fix It
1. Select Home tab,
select Arrange from
Drawing section
2. From the Arrange
menu select Selection
Pane
3. From the
Selection &
Visibility pane on
the right, select an
item to be placed in
the correct reading
order
Note: The bottom most item in the Arrange panel is read first
4. Select the Re-order
arrows to place the
item in the correct
reading order.
Create Meaningful Hyperlinks
Why?
• Screen readers scan documents for links and will
read them
• Hyperlinks must be descriptive to the end user
• Hyperlinks that are typed in full will be helpful for
people who will be reading presentations
converted to printed material
Create Meaningful Hyperlinks
Examples
• Example of a non-descriptive link:
– Hands-on training is available for instructors on the methods and
best practices to create accessible Word documents for students.
Read more . . .
• Example of a descriptive link:
– The Computer Services training and workshop schedule at
http://seminars.temple.edu lists hands-on workshops that
are available for instructors on the methods and best
practices to create accessible PowerPoint presentations for
an audience.
Create Meaningful Hyperlinks
How to
• Select the text that you want to use for the hyperlink
• Right-click the text
• From the Insert Hyperlink menu, type the web address
in the Address: window
• Select OK
Communicate
MULTIMEDIA
Caption Audio & Video
Why?
• Essential for those with hearing loss
• Essential for those with auditory processing
issues
Caption Audio & Video
How-To
• If inserted videos do not include a caption:
–
Identify a tool or service to provide a caption
OR
– Provide a transcript
• Include who is talking
• Describe sounds such as music or voices
• Learn how to create a transcript
– Visit the ACCESS site at Colorado State University
– http://accessproject.colostate.edu/udl/modules/multimedi
a/tut_video_transcript.php
Best Practices
SLIDE DESIGN
Use a Pre-defined Slide Layout
Why?
• Slide Layouts hold slide placeholder text and
graphic boxes that are set to:
– Enable Screen Readers to read content
– Ensure structured headings and lists
– Ensure proper reading order
• Slide attributes convert to PDF
View the Slide Layout
Hands-On: Try It!
1. Select the Home tab from the Ribbon
2. Select Layout from the Slides group
3. View the predefined layouts that are available
Choose a Suitable Font Type & Size
Why?
• People with certain disabilities have problems
using a computer to read:
– Serif Fonts
• Example: Times New Roman, Garamond
– Italics
• The recommended fonts for electronic
presentations and the Web:
– Sans-Serif Fonts
• Example: Verdana, Arial, Tahoma
Choose a Suitable Font Type & Size
(continued)
• Reserve underlined text for links
• Fonts no less than 24 points
– Text needs to be readable from the back of a room
Choose Suitable Colors
Why?
• Color blind people have difficulty reading:
– Combination of red and green or
– Combination of green and yellow
• Color used to indicate a point of interest cannot be
discerned by the visually impaired (i.e. the
required items are in red)
– Use an * to indicate a point of interest
– Ensure that circles, or arrows, or other graphics used to
indicate a point of interest has associated “Alt” Text
Correct a Font Type, Color, & Size
How-To
1. Select the Home tab on the Ribbon
2. View the tools in the Font group
3. Select the text to be corrected, and then select
the appropriate tool from the group
Select a Pre-Defined Design Template
Why?
• The Design tab on the Ribbon displays predefined template styles that ensures:
– Consistent design throughout presentation
– Fonts that are sized for viewing
– Sufficient contrast
Apply a Design Style
How-To
1. Select the Design tab from the Ribbon
2. View the templates that appear
3. Select a template based on the following best
practices
− Avoid using red, green, and orange in
combination
− Choose a color scheme with sharp contrast
− Choose solid colors
− Avoid Serif fonts
Enable a Screen Reader to View & Read
EDITING TIPS
Type Information in Outline View
Why?
• Screen readers read text information
from Outline view
– Information not included in the outline
will not be read by a screen reader
• The Outline provides an overview
& validates:
– slides are logically sequenced
– slide titles are unique and meaningful
– reading order is correct
View the Outline
Hands-On: Try It!
1. On the View tab, in the Presentations View
Group, select Normal
2. In the pane that displays the Outline and
Slides tab, select the Outline tab
3. The Outline View will appear
Type Information in Outline Pane
How-To
1. Place the mouse pointer in the area to insert text
2. Begin typing text
3. Press Enter, and then press the shift and tab keys
simultaneously to create a new slide
4. Press Enter, and then the Tab key to add a bullet item
below the new slide
Note: Shift & Tab will promote a paragraph Tab will
demote a paragraph
Best Practices
PRESENTATION TECHNIQUES
Oral Presentations
IN THE CLASSROOM
Oral Presentations
Prepare & Distribute
• Address all errors and warnings in the MS Accessibility
Checker
– To ensure that distributed materials are accessible
• Distribute the presentation electronically before the live
presentation
– To enable the visually impaired follow along with the
oral delivery and help the learning disabled process
more content
Oral Presentations
Slide Design
• Ensure fonts are 24 point & above
– To ensure that the presentation can be read from the
back of the room
• Use a minimally-patterned slide background
– To avoid disrupting the information presented
• Provide sufficient contrast
– Sometimes the contrast needs to be more pronounced
for projection
• Remove excessive animation or flashing elements
– Flashing text, transitions, & animations can cause
migraines or seizures
Oral Presentations
Deliver
• Indicate slide transitions with a sound or vocal
announcement
– To indicate that new content is being introduced
• Describe information available only in visual or auditory
format such as pictures, tables, graphs, audio clips, music
– Those with visual or auditory loss focusing on the
speaker will be made aware of the information being
presented
Online Presentations
BLACKBOARD & WEB
Blackboard & Web
Prepare
• Before posting or distributing
– Address all warnings & errors in the MS Accessibility
Checker
• Deactivate automatic transitions
– Enable those with learning disabilities to view a
presentation at their own pace
Blackboard & Web
Caption
• Include a transcript for embedded audio
–Ensure deaf and hard of hearing can track what’s being
presented in the video
• Make captioning available for embedded video & player and
ensure that controls are accessible
–Those with disabilities need a clear way to read and
listen to audio & video
• Use the notes pane to hold a transcript of a narrated slide
show that will be read by screen readers
–Enable the hard of hearing to read content and screen
readers to read to the blind
Blackboard & Web
Communicate
• Ensure that color is not used to convey content
–The visually disabled will not be able to distinguish
meaning by color
• Check reading order of text boxes that are not part of the
native slide layout
–Usually the last thing read by a screen reader
Blackboard & Web
Post
• Post unprotected PowerPoint to enable people to modify
fonts (size, type, color), backgrounds
–Clear, clean, and simple text is the best way to effectively
relay information
• Do not post html version
–html does not reproduce slide titles making navigation
confusing
Help & Information
• Instructional Support Center (ISC)
Room 110, Tech Center
215-204-0789
isc@temple.edu
− Staff are available to help you make your materials
accessible
• Accessibility Website
http://accessibility.temple.edu
− For tips, how-to guides, policies, and resources