Microsoft PowerPoint

The Accessibility Basics and Guidelines page outlines some of the basic items to keep in mind when creating an accessible document. This page will talk about how to accomplish those basic items using Microsoft PowerPoint. You can maximize the accessibility of your presentation by planning and structuring your content correctly. Using an accessible template is recommended, but if you need to create your own, following some best practices will ensure your content is accessible to a wider range of audiences.

Templates:

PowerPoint has many templates that have built-in layouts that are already accessible. To access these templates, open PowerPoint, click New, and type "accessible" in the search.

When you select a template, you will see “This is an accessible template” at the end of the description. Click Create to begin adding your content:

Best Practices:

• Try to select a template that has a simple design
• Limit the number of text/images per slide to avoid clutter
• Use preformatted slides
• Give each slide a unique Title
• Keep animations/transitions simple

Font:

If you are creating your own template, you will need to be mindful of the Fonts you use. Using the Home tab in the Ribbon, you can quickly select different font type, styles, size, and color.  Use the small gray arrow in the corner of the "Font" command group to open the Font Properties window for more options. You can also do this by hitting "Ctrl + D" on your keyboard.

Best Practices:

• Fonts should be fairly large (24-32 point – minimum of 18), and a Sans Serif Font (Arial, Helvetica, Tahoma, or Verdana).
• Be consistent with fonts and size throughout the presentation.
• Remember not to use color alone to distinguish information. Use text in addition to color. For example, for an incorrect answer use “X Incorrect Answer”, and for a correct answer use “+ Correct Answer”

Images:

You will need to add Alt Text (alternative text) to all images in your presentation. After you add an image to a PowerPoint presentation, go to the Picture Format tab and click on the "Alt Text" button in the ribbon. The pane will open on the right. Enter a short sentence describing the image. If the image is decorative, use the word decorative or describe the image. Avoid using text on images. If you must use text on the image, repeat that text in the presentation.

If you add an "icon" or picture to a PowerPoint presentation using stock images available through Microsoft PowerPoint, they will automatically include alternate text.

Best practice:
Avoid stacking images in presentations, including transitions.  An example would be having one picture fade out with another fading in on the same slide. When your audience wants to save a PowerPoint presentation as a PDF to print or use as a handout or adding to a screen reader. All images are stacked on top of each other because there are no transitions in handouts or PDFs. Add a separate slide for each image and add a transition between the slides for the same effect when presenting but allowing more flexibility for your audience.

  

Hyperlinks:

Add meaningful hyperlink text and ScreenTips. People who use 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. You can even use the URL of the page if it's short and descriptive, for example, www.WITC.edu.

Layer Order:

PowerPoint slides are made up of layers.  Each layer is an item you've added to the slide, such as the title, text, or an image.  Each time you add a new layer, it is put over the previous ones.  The image above demonstrates adding a title, then adding your content, then adding an image.  The problem is screen readers start with the top layer and read down, so the last thing you add is read first.  In the example above, the image alternate text would be read, then the content, then the title.

Full Slide:

Layers making up full slide:

To change the order of your layers, go to the Home tab, towards the right, in the ribbon, click on Arrange, then click on Selection Pane.

The Selection Pane opens on the right.  Click and hold on an item in the selection pane, then drag it up or down.  Arrange your layers so the item at the top of the slide is at the top of the Selection Pane.  When your PowerPoint presentation is converted to a PDF or input into adaptive software, the slide will be read from the top down.

Check Accessibility:

PowerPoint has a built-in tool to check accessibility. When you run the accessibility checker, PowerPoint will identify any issues found, and you will receive a list of errors, warnings, or tips with instructions on how to fix or improve your content.

You can keep the accessibility checker running while working by checking the box after you run the accessibility check.

Make an Accessible PDF

Export your PowerPoint presentation using the Acrobat Tab. Do Not Choose File and Save as PDF. Use the Acrobat Tool in PowerPoint to convert to an Accessible PDF

1. Click on the Acrobat Tab on the ribbon
2. Click Create PDF and Run Action
3. Choose Make Accessible

You can then use the Read Out Loud feature in Adobe to test your presentation for accessibility