Accessible Slide Template

1. Accessible Slide Template Center for Faculty Development cfd@sjsu.edu or 408.924.2303

2. Agenda • Six steps in creating accessible PowerPoint slide presentation: • Use Slide Layouts • Enter Slide Title • Use Outline view • Add Alternative Text • Add Meaningful Web Link Name/Label • Accessibility Checker • Other Reminders Center for Faculty Development

3. 1. Use Slide Layouts Go to New Slide and select any one of the appropriate Office Themes layoutsexcept the blank one. See screen shot on the right. Using these themes except the blank one will ensure your content is correctly structured. Center for Faculty Development

4. 2.1 Enter a Slide Title Each slide must have a unique title. Slide titles are used for navigation and selection by those who are not able to view the slides. Center for Faculty Development

5. 2.2 Invisible Slide Title Invisible Slide Title • If you do not want the title to be visible, follow instructions below. • On Home tab, in the Drawing group, click the down arrow below Arrange. • Click Selection Pane at the bottom. (See left screenshot below.) • Click the eye icon next to the title text box to toggle its visibility. (See screenshot below on the right.) Center for Faculty Development

6. 3. Use Outline View Click Normal view icon at the bottom status bar to toggle to Outline view. See screenshot below. Outline view allows you to check your visible texts. See screenshot on the right. All visible texts will be read aloud. Center for Faculty Development

7. 4.1 Add Alternative Text If you include any important image, photograph, diagram or object in your slide, you need to add descriptive alternative (alt) text to explain the key message about this image. You can skip alt text if it is decorative image. To add alt text, right click on the image and select Format Picture… Center for Faculty Development

8. 4.2 Add Alt Text Select Size & Properties iconfrom Format Picture pane. Click Alt text. Enter your descriptive message/explanation in the Description box. Center for Faculty Development

9. 4.3 Add Alt Text Tables or charts in PowerPoint are displayed as images. You need to add alt text or use another slide to explain the key message in your table or chart. If you include any audio or videos in PowerPoint, ensure to provide a transcript or closed captions. Use any of embedded table, chart, or multimedia icons in PowerPoint to create your accessible slide presentation. See screenshot on the right. Center for Faculty Development

10. 4.4 Sample Table in PowerPoint Note that this sample table is displayed as an image. Enter alt text or use a separate slide to explain your key message. Center for Faculty Development

11. Provide a clear and meaningful label or description for the web site you want to reference. Avoid including only the Uniform Resource Locator (URL) or words such as, “click here.” The descriptive label helps screen reader users learn the link destination by listening to the website label, instead of being confused by listening to long urls. For example: It is clearer for screen reader user to listen to this website label below than listening to the long url to determine whether he/she wants to visit this website. Microsoft Office’s Creating accessible PowerPoint presentations at https://support.office.com/en-us/article/Creating-accessible-PowerPoint-presentations-6f7772b2-2f33-4bd2-8ca7-dae3b2b3ef25 5.1 Add Meaningful Hyperlinks Center for Faculty Development

12. 5.2 Add Meaningful Hyperlinks • Enter a label or meaning name for the link destination you’re referencing. Select/highlight this text label. Microsoft Office’s Creating accessible PowerPoint presentations • Go to Insert tab and select Hyperlink icon. Center for Faculty Development

13. 5.3 Add Meaningful Hyperlinks In this Edit Hyperlink window, enter or paste the url of your website in the Address box. Center for Faculty Development

14. 6. PowerPoint’s Accessibility Checker PowerPoint’s built-in accessibility checker can be found by clicking the File tab. Go to Check for Issue andselect Check Accessibility. Center for Faculty Development

15. Other Reminders Avoid using color or highlight as the only way to emphasize your point. According to National Eye Institute, as many as 8 percent of men and 0.5 percent of women with Northern European ancestry have the common form of red-green color blindness. Use appropriate font size or sans serif font (without the tails or small lines). If your slides contains animations, make sure they are not distractive from the main points. Or, have a non-animated version available. Use Grayscale under View tab to test the color contrast of your slide presentation. Center for Faculty Development

16. Questions If you have any questions, contact Elizabeth Tu either by email or phone. Elizabeth.Tu@sjsu.edu or 408 924-3093 Center for Faculty Development

17. References Creating accessible PowerPoint presentations at https://support.office.com/en-us/article/Creating-accessible-PowerPoint-presentations-6f7772b2-2f33-4bd2-8ca7-dae3b2b3ef25 Web Accessibility In Mind (Web AIM) PowerPoint Accessibility at http://webaim.org/techniques/powerpoint/ 7 steps to Create an accessible PowerPoint slideshow at http://www.dor.ca.gov/disabilityaccessinfo/das-docs/7-steps-2-create-accessible-powerpoint-slideshow.pdf Center for Faculty Development