CREATING ACCESSIBLE PRESENTATIONS IN MICROSOFT

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C R E A TIN G A CC E SSIB L EPR E SEN T A T IO N S INMICROSOFTPOWERPOINTMicrosoft PowerPoint is commonly used to create slide show presentations to convey information in a visual format that caninclude a combination of text, tables, images, charts, and graphics. For users of assistive technology, screen readers andBraille devices can convey content in a PowerPoint presentation if the author follows the core principles outlined in theOverview of Accessible Documents. The following information includes basic steps for applying these core accessibilityprinciples and for keeping accessibility in mind.

2USE BUILT-IN SLIDE TEMPLATESBuilt-in slide layout templates are designed so the reading order is the same for people with vision and for people who useassistive technology such as screen readers. They also contain all the formatting, such as theme colors, fonts, and effects.Theme layouts should be adjusted in the Slide Master to maintain accessible formatting for screen reader users.Avoid using Text Boxes as they do not show up in Outline View which makes converting PowerPoint to HTML problematic. Ifthere are more than one Text Box on a slide it may be read out of order by a screen reader. Use a pre-set layout from theNew Slide drop-down selection options, select the layout that best fits your needs.USE UNIQUE SLIDE TITLESIndividuals who use a screen reader skim slide titles to navigate, they can quickly scan through a list of slide titles and goright to the slide they want. Using unique slide titles allows them to clearly understand which slide they are on. Avoid usingthe same title for slides that have spill-over information, consider including additional information such as ‘Slide Title 1 of 2’.MAKE HYPERLINKS AND TABLES ACCESSIBLEScreen reader users sometimes scan a list of links. Links should provide a clear and accurate description of the linkdestination. Rather than providing the URL of the link, consider creating a hyperlink with text to describe it.Instructional Design & Digital Learning (IDDL)Teaching Transformation and Development Academy (TTaDA)und.iddl@und.edu 701.777-2129 und.edu/academics/ttada

3To keep track of their location in a table, screen readers count table cells and use header information to identify rows andcolumns. If a table is overly complex, the screen reader loses count and can’t provide useful information about the table.Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.SET READING ORDER OF SLIDE CONTENTSScreen readers read the elements of a slide in the order they were added to the slide, which might be very different from theorder in which things appear. To make sure everyone reads the contents in the order you intend, it’s important to check thereading order by using the Selection Pane. From here, you can drag and drop to adjust the reading order of the contents onthe slide.NOTE: The reading order in the Selection Pane should be arranged from the bottom up. The title should be at the verybottom with subsequent content following it.Instructional Design & Digital Learning (IDDL)Teaching Transformation and Development Academy (TTaDA)und.iddl@und.edu 701.777-2129 und.edu/academics/ttada

4ADD ALT TEXT TO VISUALS AND TABLESFor screen reader users, alternative text helps to communicate what is important in images and other visuals. Alt textprovides a textual alternative to non-text content.USE THE ACCESSIBILITY CHECKERMicrosoft products have a built-in accessibility checker which can help the document author test the overall accessibility ofthe document. The checker provides Inspection Results, feedback about the importance of each item, and tips on how torepair issues.Instructional Design & Digital Learning (IDDL)Teaching Transformation and Development Academy (TTaDA)und.iddl@und.edu 701.777-2129 und.edu/academics/ttada

5EXPORT TO PDFIf all of the steps were followed to create an accessible PowerPoint presentation, exporting to PDF properly will ensureheading structure and other accessibility information will remain intact. Users of PowerPoint for Mac should be cautionedthat exporting to PDF will not yield an accessible, tagged PDF document, it must be remediated using Acrobat Pro.For more detailed information on how to create accessible PowerPoint presentations, visit the Microsoft AccessibilitySupport website, or view WebAIM’s article on PowerPoint Accessibility.FOR MORE COMPLEX ISSUES, SEEK HELPAs PowerPoints increase in complexity, accessibility challenges can also increase. Please contact the TeachingTransformation and Development Academy for additional assistance.Instructional Design & Digital Learning (IDDL)Teaching Transformation and Development Academy (TTaDA)und.iddl@und.edu 701.777-2129 und.edu/academics/ttada

POWERPOINT CREATING ACCESSIBLE PRESENTATIONS IN Microsoft PowerPoint is commonly used to create slide show presentations to convey information in a visual format that can include a combina

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