Creating Accessible PowerPoint Slides

1. Creating Accessible PowerPoint Slides Michigan Colleges Online Webinar Professor Garry Brand, J.D.

2. Topics • Creating Accessible Files • Outline and Notes Panel • Accessibility Checker • Converting File to Other Formats • Resources

3. Creating Accessible Files • Templates/Themes • Color and Text • Reading Order • Hyperlinks and ScreenTips • Images • Tables (Alt Text, Column Headers, Reading Order)

4. Templates/Themes • Standard (comes “in the box”) • Optimized (Sampler and Search) • Custom (Guide) • Built-in Slide Designs

5. Color and Text • Color • can’t be only means of conveying information. • use sufficient contrast for text and background colors. • Text • use unique slide titles • for headings, add bold or use larger font. • use bulleted and ordered lists • use larger font (18pt or larger), sans serif, white space. • avoid all caps, excessive italics or underlines. 

6. Reading Order • No Screen Reader - read text/picture in order elements appear on the slide. • Screen Reader - reads elements in order added to slide (might be very different from order they appear). • To make sure everyone reads the contents in the order you intend, it's important to check the reading order.

7. Hyperlinks and ScreenTips • Screen readers sometimes scan a list of links. • Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page. • Tip: You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.

8. Images • Alt Text • Pictures • Smart Art • Shapes • Charts • Text in Images • Should not be sole method of conveying information. • If you must use image with text in it, repeat text in document. • In the alt text, briefly describe the image and mention the existence of the text and its intent.

9. Tables • Alt Text • Reading Order • Use Table Headers • Simple Table Structure

10. Outline and Notes Panel • Outline • Ensure all text appears here. • Compose here and move to slide view to add images/design. • Notes • For information that will not appear on slides. • Can be used for handouts.

11. Accessibility Checker • Mac • Review, Check Accessibility • PC • File, Inspect Presentation, Check Accessibility • Inspection Results • Errors • Tips • Why Fix? • Steps to Fix

12. Converting Files to Other Formats • PDF • Smaller file size. • Distractions removed. • Word Handout • HTML

13. Resources • WebAIM Article • Microsoft Article • Portland Community College

14. Questions/Feedback • Garry Brand, gbrand@grcc.edu • Ronda Edwards, redwards@mccvlc.org