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Creating Accessible PowerPoint Presentations

Learn how to prepare, design, and deliver accessible PowerPoint presentations to ensure inclusivity for all audience members with disabilities. This course covers key aspects of accessibility, including proper preparation, design tips, and accommodation considerations. Participants will gain practical guidance on layout templates, fonts, colors, images, and more to enhance accessibility and provide a seamless viewing experience. Join us for this informative session and master the art of creating inclusive presentations.

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Creating Accessible PowerPoint Presentations

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  1. Creating Accessible PowerPoint Presentations John SlatinAccessU – Austin, Texas May 15 & 16, 2019

  2. Introduction

  3. Mike Zapata • Accessibility Specialist with Texas Health and Human Services • Student and teacher of accessibility since 2005 • Contact: mike.zapata@hhsc.state.tx.us

  4. What Is Accessibility? Accessibility enables people with disabilities to access the same information and perform the same functions as anyone else.

  5. Course Objectives • Prepare for an accessible presentation. • Design an accessible presentation. • Deliver an accessible presentation.

  6. Preparation

  7. Preparation Is Important Proper Preparation Prevents Presentation Predicaments

  8. Consider Your Audience Some audience members may have issues affecting their ability to: • See • Hear • Move • Speak • Understand

  9. Ask in Advance… …if anyone needs an accessibility accommodation.

  10. Sample Questions for Attendees I will need the following accommodation(s) in order to participate: • Email the presentation to me in advance. • USB Drive: Format _____ • ASL interpreter • Wheelchair access • Braille • Assistive listening device • Large print: Font size _____ • Captioning • Other: _________ An assistant will be accompanying me: • Yes • No

  11. Venue Aspects Architectural • Room size • Number of seats Technical • Audio/visual equipment • Network availability

  12. Reserved Seating

  13. ASL Interpreter • Provide technical terms and acronyms. • Provide good seating and visibility. • May need more than 1 interpreter.

  14. Captioning & Listening Devices CART: communication access realtime translation • Audio transcripts • Video captions Assistive listening devices (ALDs)

  15. File Distribution Presentation files can be provided: • By email • On a USB drive • On a website

  16. Braille Handouts • Replace graphics and charts with descriptions. • Save file as a Word document with headings.

  17. Design

  18. Standard Layout Templates Use PowerPoint’s standard templates and styling features.

  19. Slide Masters Use a slide master to set styles, layouts, and placeholders.

  20. Placeholders Use placeholders to add content.

  21. Don’t Stuff Your Slides • 1 idea per slide • 3 or 4 bullet points • 6 lines of text • 5 or 6 words per line

  22. Outline View

  23. Unique Titles Before After

  24. Exercise 1 • Open the exercise file. • Change duplicate slide titles so that each are unique.

  25. Visibility of Titles

  26. Exercise 2 • Open the exercise file. • Hide slide title.

  27. Fonts Serif fonts: This font is Garamond. This font is Georgia. This font is Times New Roman. Sans-serif fonts: This font is Arial. This font is Tahoma. This font is Verdana.

  28. Text Size Smaller sizes are harder to read. • 12 points • 18 points • 24 points Larger sizes are easier to read. • 32 points • 40 points • 44 points

  29. Text Attributes Text in italics can be hard to read for some people. TEXT IN ALL CAPITALS CAN BE HARD TO READ, TOO.

  30. Avoid Right-justified Text This text is right-justified and may be hard to read and process for some.

  31. Avoid Fully-justified Text This text is fully-justified and may be hard to read and process forsome.

  32. Images (1 of 2) • Avoid using images of text. • Avoid flashing or blinking items.

  33. Images (2 of 2) • Use the Insert tab to add images to the presentation. • Use alt text to describe images.

  34. Alt Text Select Image > Size and Position > Alt Text > Description

  35. Exercise 3 • Open exercise file. • Insert an image into a slide. • Add alt text to the image.

  36. Charts and Graphs Keep them simple.

  37. Graph Description in Notes • Add alt text with a short description. • End with the words "Full text description in the Notes section of this slide."

  38. Graph Description on Slide

  39. Exercise 4 • Open exercise file. • Add a description of a graph in the slide’s Notes section. • Add a description of a graph on the content area of the slide.

  40. Don’t Rely on Color Alone Presentations that use color alone to convey meaning can be inaccessible.

  41. Color and Text Add asterisks to required elements.

  42. Color and Numbers Add parentheses to negative numbers.

  43. Color and Line Graphs Use different styles for lines.

  44. Color and Bar Graphs Use different patterns for bars.

  45. Provide Sufficient Contrast Put text on a plain, solid-colored background.

  46. Color Contrast Tools

  47. Grayscale Mode Use Grayscale mode to view the presentation in black and white. Click Back to Color View to exit Grayscale mode.

  48. Exercise 5 • Open exercise file. • Activate Grayscale Mode. • Deactivate Grayscale Mode.

  49. Verify the Reading Order

  50. Exercise 6 • Open exercise file. • Check and adjust the Reading Order of a slide.

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