Creating Accessible PowerPoint Presentations

1. Creating Accessible PowerPoint Presentations Health Resources & Services Administration Office of Information Technology

2. Contacts • Who can help me if I have a 508 policy question or issue? • Julie Sothoron, Section 508 Coordinator • jsothoron@hrsa.gov, 301-443-3719 Creating Accessible PowerPoint Presentations

3. Table of Contents 1.0 Layout & Formatting 7 1.1 Fonts 8 1.2 Outline view 14 1.3 Color best practices 16 1.4 Text boxes 24 1.5 Comments 25 1.6 Hyperlinks 26 1.7 Testing Hyperlinks 26 Creating Accessible PowerPoint Presentations

4. Table of Contents, cont. 2.0 Images 28 2.1 Alternative Text 29 2.2 Complex Images 30 2.3 Complex Image Descriptive Text 30 3.0 Charts 32 3.1 Create in PowerPoint 33 3.2 Title, Legend, X&Y Labels 34 3.3 Alternative Text 35 3.4 Complex Charts 36 Creating Accessible PowerPoint Presentations

5. Table of Contents, cont. 4.0 Tables 37 4.1 Create using PowerPoint 38 4.2 Reading Order 39 4.3 Row & Column Headers 40 4.4 Merged Cells 41 4.5 Descriptive Text / Hidden Slides 42 Creating Accessible PowerPoint Presentations

6. Table of Contents, cont. Additional Requirements 44 • Document Name 45 • Name Length 45 • Document Properties 46 • Separate Accessible Version 48 • Flickering/Flashing Text 48 Adobe Acrobat 9 PDFs 49 Creating Accessible PowerPoint Presentations

7. 1.1 Fonts 1.2 Outline view 1.3 Color best practices 1.4 Text boxes 1.5 Comments 1.6 URL display 1.7 URL testing 1. Layout & Formatting Creating Accessible PowerPoint Presentations

8. 1.1 Fonts • Use HHS recommended “sans serif” fonts • Ariel • Calibri • Tahoma • Verdana • Use fonts from 24 to 44 points in size • Too large – not be readable by some users • Too small – may not be readable by users, AT • Tailor the font size to its use • If using color fonts, provide an alternate • Bold • Italics Creating Accessible PowerPoint Presentations

9. 1.1 Fonts • How to edit the Master slide 1 2 3 4 Creating Accessible PowerPoint Presentations

10. 1.1 Fonts • How to view Master slide Title holder 1 2 3 Creating Accessible PowerPoint Presentations

11. 1.1 Fonts • How to edit the Master slide fonts Creating Accessible PowerPoint Presentations

12. 1.1 Fonts • How to insert Master headers & footers 1 2 3 5 4 Creating Accessible PowerPoint Presentations

13. 1.1 Fonts • How to preserve the master slide 1 2 3 Creating Accessible PowerPoint Presentations

14. 1.2 Outline View • How to view slides in Outline view 1 2 Creating Accessible PowerPoint Presentations

15. 1.2 Outline View • Pitfalls • None of text in text boxes shows up. • Graphics are not included. If graphics are important, describe them (in text) in an HTML outline. • Embedded content is not included (e.g. videos, charts, graphs, sounds, etc.). If any are important, need to provide text descriptions. • Outline may need to be reorganized to read logically. Repeated headings may or may not cause confusion when being listened to by a blind person. Use good judgment! Creating Accessible PowerPoint Presentations

16. 1.3 Color Best Practices • When using colored text, also use Italics or bold for emphasis • Select best level of contrast • Avoid using red and green together • Difficult to see for people with color blindness • Use black or white text with contrasting background • Avoid textured backgrounds • Think in terms of grayscale • How will colors convert? Creating Accessible PowerPoint Presentations

17. 1.3 Color Best Practices • Color Contrast Dos Creating Accessible PowerPoint Presentations

18. 1.3 Color Best Practices • Color Contrast Don’ts Creating Accessible PowerPoint Presentations

19. 1.3 Color Best Practices • How to apply a system theme 1 2 Creating Accessible PowerPoint Presentations

20. Effective Effective Effective Effective Effective NotEffective NotEffective NotEffective NotEffective NotEffective Effective Effective Effective Effective Not Effective Not Effective Not Effective Not Effective 1.3 Color Best Practices • Effective Color Contrasts Creating Accessible PowerPoint Presentations

21. Dark Color Dark Color Dark Color Light Color Light Color Light Color 1.3 Color Best Practices • Effective Color Contrasts Creating Accessible PowerPoint Presentations

22. 1.3 Color Best Practices • Use Grayscale for testing Effective Effective Effective Effective Effective NotEffective NotEffective NotEffective NotEffective NotEffective Effective Effective Effective Effective Not Effective Not Effective NotEffective Not Effective Creating Accessible PowerPoint Presentations

23. 1.3 Color Best Practices • How to view in grayscale 1 3 2 Creating Accessible PowerPoint Presentations

24. 1.4 Text Boxes • Avoid text boxes or graphics with text This is an example of a text box with text in it. You want to avoid using these in PowerPoint because it will not be accessible. Beautiful scenery Creating Accessible PowerPoint Presentations

25. 1.5 Comments • How to remove comments 2 1 Creating Accessible PowerPoint Presentations

26. 1.6 & 1.7 Hyperlinks & Testing • How to insert hyperlinks 5 2 3 4 6 Creating Accessible PowerPoint Presentations

27. 1.6 & 1.7 Hyperlinks & Testing • How to edit hyperlinks 3 2 4 Creating Accessible PowerPoint Presentations

28. 2.1 Alternative text 2.2 Group multiple images 2.3 Avoid animated images 2. Images Creating Accessible PowerPoint Presentations

29. 2.1 Alternative Text • How to insert Alt text in graphics/images 3 4 1 2 Creating Accessible PowerPoint Presentations

30. 2.2 Complex Image Descriptive Text • How to hide a slide 1 2 Creating Accessible PowerPoint Presentations

31. 2.3 Group Complex Objects • How to group multiple objects 1 2 3 Creating Accessible PowerPoint Presentations

32. 3.1 Create in PowerPoint 3.2 Title, Legend, X&Y Labels 3.3 Alternative Text 3.4 Complex Charts 3. Charts Creating Accessible PowerPoint Presentations

33. 3.1 Create in PowerPoint • How to create charts & graphs 1 2 3 Creating Accessible PowerPoint Presentations

34. 3.2 Title, Legend, X/Y Labels • How to select a chart style 1 2 3 Creating Accessible PowerPoint Presentations

35. 3.3 Alternative Text • How to insert Alt text in graphs and charts 1 2 3 4 Creating Accessible PowerPoint Presentations

36. 3.4 Complex Charts • Ensure descriptive text immediately follows OR • Provide hidden slide explaining image 1 2 Creating Accessible PowerPoint Presentations

37. 4.1 Create using PowerPoint 4.2 Reading Order 4.3 Row & Column Headers 4.4 Merged Cells 4.5 Descriptive Text / Hidden Slides 4. Tables Creating Accessible PowerPoint Presentations

38. 4.1 Create Using PowerPoint • How to create a table 1 2 3 Creating Accessible PowerPoint Presentations

39. 4.2 Reading Order • Create table in logical reading order • Left to right, top to bottom Creating Accessible PowerPoint Presentations

40. 4.3 Row & Column Headers • How to format row or column headers 2 3 1 Creating Accessible PowerPoint Presentations

41. 4.4 Merged Cells • Don’t merge cells • For complex tables ensure descriptive text immediately follows OR • Provide hidden slide explaining table Creating Accessible PowerPoint Presentations

42. 4.5 Descriptive Text, Hidden Slides • For complex tables ensure descriptive text immediately follows OR • Provide hidden slide explaining table Creating Accessible PowerPoint Presentations

43. 4.5 Hidden Slides • How to hide a slide Creating Accessible PowerPoint Presentations

44. Name Characteristics Name Requirements Document Properties Separate Accessible Version Flickering/flashing Text Additional Requirements Creating Accessible PowerPoint Presentations

45. A. & B. Document Name & Length A. Document name • No spaces or special characters • E.g., Section508Training.ppt B. Limit name to 20 – 30 characters • Make it concise Creating Accessible PowerPoint Presentations

46. C. Document Properties • How to add Document Properties 1 3 2 Creating Accessible PowerPoint Presentations

47. C. Document Properties • Edit the Document Properties 4 Creating Accessible PowerPoint Presentations

48. D. & E. Accessible Version & Flashing Text D. Provide separate accessible version when no other way to make content accessible • Organizational charts • Complex tables • Formulas E. Avoid using flickering/flashing text • May cause seizures in some users • May not be read by screen readers Creating Accessible PowerPoint Presentations

49. How to create a PDF from a PowerPoint Presentation Adobe Acrobat pro 9 PDFs Creating Accessible MSWord Documents

50. Creating a PDF • How to access Adobe Acrobat Pro 9 1 2 Creating Accessible MSWord Documents