Steps to Accessibility
Accessible Power Points
Attention Getter What makes a PowerPoint accessible?
Objective Learners will create and save a PowerPoint to a file that will be accessible to students with disabilities.
Recall How do you save PPs you use in class and where do you post them for student access?
Slide Layouts • Slide Layouts should always be used.
o They are designed for accessibility.
o Ensures that your files have correctly-structured headings and lists, proper reading order, etc.
Alternative Text • All images should contain Alternative text.
• Try to stay away form decorative images
• These need alt text also.
• Background images also need alt tags
• Word Art and Smart Art also has to have Alt Text
• How to:
o Select Image,
o Right click,
o Select “Format Picture”
o Select third icon from left,
o Describe
Descriptive Hyperlinks
• Name your hyperlinks.
o Instead off www.ttu.edu
o Better: TTU Website
o If you are creating a print copy, then include the address.
▪ TTU Website (www.ttu.edu)
• When screen readers read the message, the listener has an easier time hearing the title of the website
than the url address.
• How:
o Right Click,
o Select “Edit Hyperlink”,
o Paste the url
Good Stuff • Ensure that font size is sufficient. If your presentation will be viewed on a projector, font size may need
to be even larger.
• 7x7 rule vs the Billboard Rule
• Provide sufficient contrast. If your presentation will be viewed on a projector, sometimes the contrast
needs to be even more pronounced.
• Do not use color as the only way to convey content.
• Avoid automatic slide transitions.
• Use simple slide transitions when possible. Complex transitions can be distracting.
• Use simple language.
• Check reading order of text boxes that are not part of the native slide layout. They are usually the last
thing read by a screen reader.
• If you have embedded video,
o ensure that the video is captioned, and that the player controls are accessible.
o ensure a transcript is included.
• If your slides contain animations, ensure that they are brief and do not distract from the most important
content on the page.
Accessibility Checker
• On PC:
o Select “File”
o Select “Info”
o Select “Check Accessibility”
o Review and Revise
• Using your Mac
o Review> Check accessibility
Export to Accessible PDF • PowerPoint is a good format for face to face presentations
o Not the best format for content on the web.
o The file can be large
o Users must either have Microsoft Office or a special plugin in order to view the file.
o Saving as a PDF formats may provide a better alternative.
o Text only Powerpoint (Appendix)
Save/Export to Accessible PDF • Steps to saving PDF on a PC
o File
o Save as _ PDF
o Options
o Check “Document Structure tags for Accessibility”
• Steps to saving PDF for Mac
o File
o Export to PDF
o Must create tags in Adobe, as Mac does not save tags
Creating a Text Only Document
• Benefits
o Easier to download
o Can be read with a screen reader
o Creates another resource to dispense content
• How to create a text only document
o Select view
o Select Outline view
o Review outline for missing content
o Copy outline and paste into word doc
o Add headers and clean up
o Save as PDF
References • WebAims.org
• WebAccess
• Quora.com
Appendix – Example of Text only Powerpoint
Name of Presentation Module/Unit #
Slide 1 Slide content: (paste content from outline view in Power Point)
Image description: (Describe any images on slide, delete if no images)
Lecture transcripts: (Copy and paste transcript from the slide)
Slide 2 Slide content: (paste content from outline view in Power Point)
Image description: (Describe any images on slide, delete if no images)
Lecture transcripts: (Copy and paste transcript from the slide)
