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Making Presentations Accessible (PPT, Google Slides)

Start with a template

When creating presentations, the correct use of the slide layout templates is probably the most significant thing you can do to ensure that your content is accessible. The templates are accessible. Using them properly will ensure that your slides have correctly-structured headings, lists, and other features.

If this presentation is for Purdue University purposes, you might consider using one of the Purdue PPT templates available through the Office of Marketing and Media.

If you build a presentation using a template from the start, the process of ensuring accessibility if pretty straightforward. To ensure that a presentation slidedeck is accessible there are three main things to be aware of as you design your presentation: 1) check the reading order of all slides; 2) verify that each slide has a title and that the title occurs only once; and 3) ensure that all images/tables/shapes have alt text. Step-by-step visuals are provided below.

Applying a template to a previously-designed slide deck

If you are working with faculty who plan to use materials they have already created, encourage them to select the Purdue PPT template of their choice. You will then need to apply that template to their original slide deck. This process is fairly easy.

1. Open the previously created slide deck.2. Open the Purdue PPT template your faculty member is interested in using. 3. Go to View on the top menu bar. From the dropdown menu, select Master > Slide

Master.

PowerPoint 2016 (PC)

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We at Purdue are committed to continuous improvement and as accessibility practices are updated, we will update our manuals. This manual is the 06.29.18 version.

ITaP Teaching and Learning TechnologiesQuestions? Contact [email protected]

mailto:[email protected]

https://www.itap.purdue.edu/learning/index.html

https://www.purdue.edu/brand/visual/digital/ppt.html


PowerPoint 2017 (Mac)

4. Open the Slide Master for both slide decks with which you are working. 5. In the Purdue PPT template Slide Master, click on the top slide from the list of slide

layouts on the left hand side of the window.


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6. Copy this slide. Paste it into the Slide Master for the previously designed slidedeck. It will show up below the Slide Master for that slidedeck.

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7. Select the top Slide Master and delete it. You should then only see the Slide Master for the Purdue PPT template in the old slide deck.

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8. Click Close Master.



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Now, you will see the Purdue PPT template applied to the content from the previously designed slide deck.

NOTE: There will likely be some layout issues with the new design. You will need to look through each slide and make sure that the content layout is adjusted properly. It is a good idea to do this as you are checking readying order for each slide.

Check the reading order of all slides

People who cannot view the slide and are accessing the content using a screen reader will hear slide text, shapes, and content read back in a specific order.


Verify that the reading order will make sense by following these steps:

1. On the Home tab, select Arrange (found in the Drawing group) and choose Selection Pane

2. The Selection Pane lists the objects on the slide. The reading order starts with the bottom list item and ends with the top list item.

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3. You want them to be ordered in the way you would expect a screen reader to read them. Top to bottom, left to right. The Selection Pane lists the objects on the slide. The reading order starts with the bottom list item and ends with the top list item.

4. Correct any out of order items using the reorder arrows at the top right of the Selection Pane.


1. Select the Arrange button near the top right corner of the Home menu.

2. Choose Selection Pane at the bottom of the drop down menu. This will show you a list of objects on each slide.

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3. You want them to be ordered in the way you would expect a screen reader to read them. Top to bottom, left to right. The Selection Pane lists the objects on the slide. The reading order starts with the bottom list item and ends with the top list item.

4. Correct any out of order items by dragging and dropping them with your mouse to the correct location in the list.

NOTE: If you don’t want your title to show on the slide click on the eye icon to the right to hide it. If an object in the selection pane needs to be moved (it should come earlier or later in the reading order), simply drag and drop it to the correct location.



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Verify that each slide title occurs only once

Slide titles are necessary to allow easy navigation through the slides by users of assistive technology. Because the title helps a screen reader know the proper reading order of the presentation, each title can only occur one time in each presentation. Unfortunately, instructors often repeat slide titles because they all pertain to a specific section they are addressing in the presentation. For example, Recording in the General Ledger may be repeated for 5 slides because that section of the PPT is on Recording in the General Ledger.

If the same title is used more than once in a presentation...

The easiest way to view all these slides in a slide deck is to select the Slide Sorter option on the bottom status menu of the PPT window.



This will allow you to see all the slides together at once. Often times slides with similar titles are grouped together. The easiest way to maintain the instructor’s initial presentation integrity while meeting the needs of a screen reader is to simply add a number after the repeating title, for example, Recording in the General Ledger 1, Recording in the General Ledger 2, Recording in the General Ledger 3.

Once you have added the numbers next to the title for each slide, go back and change the font color to match the background color. This way the numbers you added can’t be seen by the human eye, but will be picked up by a screen reader.

If a slide is missing a title...

Sometimes, an instructor may not use a proper title on a slide because they want to use the entire space to provide an example. In this case, you will need to add a title. Drag the box that holds the content for the slide out of your way temporarily. Then, in the ribbon on the Home tab, click on Reset.

PowerPoint 2016 (PC)11







This will reset the layout of the slide with a box at the top for a proper Title. Type in a title that pertains to the content on the slide, e.g., “Exxon Example.” If you don’t want the title to show, you can simply click on the Arrange button near the top right corner of the Home menu. Choose Selection Pane. From this window choose the rectangle corresponding with the title you wish to hide and click on the eye icon to make it disappear. That way the slide looks the way the instructor intended, but the screen reader knows what the title is.

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Ensure that all images/tables/shapes have alt text

Images in presentations cannot be read by screen readers, so a description or alternative text (alt text) must be provided. If the image is superfluous, or simply decorative, you do not need to add alt text for it. However, if the image is of significance to the presentation, a brief description must be provided. Note, that if your PPT is the basis for a video that has already been recorded and captioned, you do not need to go into too much detail in your alt text. It is significant to provide a basic description of the image and then note, “For a more detailed description, see the video for further explanation.”

To add alt text to an image in PPT, simply right click on the image and select Format picture like you did in Word.

NOTE: For even more information on alt text, check out this “alt Decision Tree” describing how to use the alt text in various situations. Alt Text Decision Tree


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https://www.w3.org/WAI/tutorials/images/decision-tree/



Group images and creating a single image on a slide

Sometimes, instructors have built their own images from scratch using many of the drawing features provided in PPT. Each part of the greater whole will require an alt text (or image description). To avoid the need for adding alt text to each small part, group all of your parts together and then save them as an image.

Click and drag your mouse to form a selection box around the objects you want to group. The Format tab will appear. From the Format tab, click the Group command, then select Group. The selected objects will now be grouped. I usually check that I have grouped everything I need by dragging it around the screen to ensure it is all together.


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Now, you are ready to convert the group to an image by right clicking on the border of the group and selecting Save as Picture.


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When the dialogue box pops up for you to choose where you want to save your image, create a new folder and name it PPT Images. Then make sure the new image you are creating is named according to lecture or chapter number (whichever the PPT uses) and the slide number, e.g., Ch1Sl10. [This would be the image you are creating to go in the PPT for Chapter 1 Slide 10.] Once the image is saved, you can delete the group you created on the slide, then insert the new image you created to take its place. This will simplify the process. Now, you only have to provide alt text for one image, rather than many.

Run the Accessibility Checker

PowerPoint has a built-in tool that checks your document for accessibility problems. The Accessibility Checker makes it much easier to identify and repair accessibility issues.


To use the tool, select File > Info > Check for Issues > Check Accessibility.

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On the main menu bar at the top of the screen, select Tools. Then in the drop down menu select Check Accessibility.

The results of the accessibility check will come back. Double click on the different errors and you will see a detailed list of what still needs attention. A description for why these errors need to be fixed and how to fix them are included at the bottom. (For more detailed information on understanding your Inspection Results see page 12.)


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If you have followed the steps provided above, most of the common errors should be addressed.

NOTE: When you fix an error properly, it will disappear from the list. However, the tips for checking the reading error, will never go away. As long as you have did the first step above, then you are fine.

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