Access ibili ty Training:

1. Accessibility Training: Fixing and Preventing Accessibility Errors in Microsoft PowerPoint Presentations

2. Goal and Scope This presentation will help you to fix and prevent accessibility errors in PowerPoint Presentations.After completing this training, you will be able to ensure that your PowerPoint Presentation slides are 508 Compliant.

3. Outline of Presentation • Introduction to Section 508 • Preventing Accessibility Errors • Review Layout and Formatting • Identify Images have an Alternative Text Review Accessible Table • Additional Requirements Resources • Conclusion • References • Questions

4. Introduction to Section 508 • Section 508 is the name of the amendment to the Rehabilitation act of 1973 that requires Federal agencies to make their electronic and information accessible to people with disabilities (U.S. Access Board, 2010). • Section 508 requires that when Federal agencies develop, procure, maintain, or use Electronic and Information Technology (EIT), they shall ensure it is accessible to people with disabilities (U.S. Access Board, 2010).

5. Fixing and Preventing Accessibility Errors

6. Display a Fully Qualified URL • Hyperlinks (URL’s) and active links need to display a fully qualified URL - i.e. http://www.samhsa.gov and not www.samhsa.gov. • Right click on link text and select “Edit Hyperlink”, then enter fully qualified URL. HHS PowerPoint Document 508 Checklist (1.3)

7. Assign Link Names That Make Sense When Spoken in Isolation • It is important that the list of links makes sense to the user when it is read out of context. • Each link should make sense in the list when it is read in isolation.

8. Avoid Flickering and Flashing • Avoid using flickering/flashing text and/or animated text. • Provide an alternate, non animated slide for the content.

9. Delete All Comments How to delete a review comment • Click the comment that you want to delete. • On the Review tab, in the Comments group, select Delete.

10. Images

11. Images - Outline • Identify Images have an Alt Text. • Provide a Descriptive Alt Text. • Identify Multi-layered Objects. • Fix Inaccessible Table. • Ensure Sufficient Color Contrast in Text , Charts and Images. • Ensure Information Does Not Rely on Color Alone.

12. How to Identify Images have an Alternative Text: • Select the Object or Image. • From the Keyboard, select Ctrl+Shift+F10, press the context menu key, or right-click on the object. • Select Size and Position from the drop down menu. • Select the Alt Text tab. • Describe the image associated with the Alternative Text. context menu key

13. Provide a Descriptive Alternative Text Well-written alt text should convey the same “take home message” as the image.

14. Provide a Descriptive Alternative Text (2) Text equivalents are present, but they are insufficient. Consequently, users accessing the information via screen readers will not have the same level of access that sighted users do. HHS PowerPoint Document 508 Checklist (2.6)

15. Provide a Descriptive Alternative Text (3) • The name of the Image (madura_c12eQ2b.jpg) should not be used as an Alternative Text. • An option to remediate this image will be to have a link to an Accessible table. Required by Section 508 Standard 1194.22(K)

16. Ensure Multi-layered Objects are Flattened Have all multi-layered objects been flattened into one image and has one Alternative Text (Alt Text) been provided for this image? An option is to have the Organizational Chart linked to an HTML page. HHS PowerPoint Document 508 Checklist (2.4)

17. Identify Visual Contrast Does a contrast ratio of at least 4.5:1 exist between text, or images of text, and background behind the text? Ensure sufficient color contrast in text, charts, and images. HTML 508 Policies & Standards Checklist HHS ID(C2)

18. Ensure Sufficient Color Contrast in Text , Charts and Images • Example of a low contrast color image and text that can not be read. • Use highly contrasting colors for your text and background

19. Identify Visual Contrast Using Color-Contrast Analyzer Download Color-Contrast Analyzer (open-source software) from http://www.paciellogroup.com/resources/contrast-analyser.html

20. Ensure Information Does Not Rely on Color Alone • Ensure all information conveyed with color is also available without color. • Example of an incorrect and correct way to use color: Required by Section 508 Standard 1194.22(c)

21. Tables

22. Tables - Outline • Identify the Correct Way of Using Tables • Identify Accessible Tables • Identify Table Headers and Rows • Ensure Your Presentation is Keyboard Accessible

23. Remove Table Formatting Applied to Non-Tabular Information • When non-tabular text is rendered with tables, the reading controls are incorrect. • This can make it confusing and difficult to read the document with a Screen Reader. HHS PowerPoint Document 508 Checklist ID (3.4)

24. Remove Table Formatting Applied to Non-Tabular Information (Cont.) • To determine whether tables have been used for visual formatting • Right click on any text that you suspect is formatted as a table. If the Table Tools part of the Ribbon shows up, table formatting has been used.

25. Identify Accessible Tables Someone who can read a table or chart visually can refer back to the column and row headings or the X and Y coordinates to make sense of the data.

26. Identify Accessible Tables - (Cont.) • The screen reading software by default will read the information in a table horizontally, cell by cell, row by row. • Tables are read efficiently by screen readers when the columnor row headers are clearly defined.

27. Identify Accessible Table Headers and Rows • Identify that table columns have been assigned a header row. • This enables the Screen Reader software to be able to tell the user for each cell what the header for that column is. Required by Section 508 Standard 1194.22(g)

28. Identify Accessible Table Headers and Rows (Cont.) • Double Click the Table. • The Table Tools Design will open. • Go to the Table Style Options group and ensure the Header Row and/or First Column are selected in the check box.

29. Ensure Your Presentation is Keyboard Accessible • Select the first cell of the table.Press the Tab key repeatedly to make sure that the focus moves across the row and then down to the first cell of the next row.

30. Conclusion Though it can be a complex process to check a PowerPoint Presentation for accessibility, when you identify and remediate documents, you also make them more portable. This means that they work better across all web-browsers, computer systems, and types of devices. To Identify accessibility errors remember to: • Review Layout and Formatting • Review Image Requirement • Review Table Requirements “

31. Additional Resources • Microsoft Office:http://office.microsoft.com/en-us/powerpoint-help/creating-accessible-powerpoint-presentations-HA102013555.aspx • WebAIM: PowerPoint Accessibility:http://webaim.org/techniques/powerpoint/ • Microsoft PowerPoint Accessibility Video Tutorials:http://teachingcommons.cdl.edu/access/docs_multi/PowerPoint_Accessibility_Tutorials.shtml

32. References • U.S. Access Board (2010). Standards. Section 508.gov. Retrieved on 11/05/2012 from http://www.section508.gov/index.cfm?fuseAction=stds • W3.org - A guide to understanding and implementing Web Content Accessibility Guidelines http://www.w3.org/TR/UNDERSTANDING-WCAG20/intro.html

33. Questions If you have post training questions, please contact Cristopher Broyles at cristopher.broyles@hhs.gov or 202-708-0101. If you would like to schedule a training session, please contact Kelley Mesa at DCDTraining@hhs.gov or 301-939-1323.