PowerPoint Accessibility Basics

1. PowerPoint Accessibility Basics Create Accessible Presentations

2. Related Workshops • Word Accessibility Basics • PDF Accessibility Basics • Captioning Open Lab

3. Announcements • We understand scheduling conflicts. Feel free to politely exit the room early if necessary. Please log out of your workstation. • We encourage you to ask questions, but if you find that you need further assistance, additional resources are available. Ask us after the workshop ends.

4. Pre-Requisites • Have used PowerPoint 2007/2010 for Windows • Basic knowledge of Windows OS

5. Objectives • Learn the basic features in PowerPoint to use to format presentations for accessibility • Understand how an accessible presentation benefits all students • Create an Accessible PowerPoint Presentation.

6. Accessible Presentation Scenario

7. What Makes Content Accessible? • It’s designed and structured to be used effectively by people with disabilities • Can be accessed with assistive technology devices/software: • Screen Reader • Magnification Software • Scan/Read Software

8. Advantages of an Accessible Presentation • Navigate Content Easily • Outline Pane • Unique slide titles, alternate text for images, descriptive links etc. • What does a blind student hear? • File Name is Read • Navigate content using screen reader software keyboard shortcut (F6 key). Navigates all objects on slide Demo: Open JAWS and read Sample Presentation.

9. JAWS Basic Key Commands

10. Presentation Best Practices

11. Create Accessible Presentations: PowerPoint 2007 Features and Access Elements • Use the Normal View • Use standard slide layouts • Ensure all slides have a unique title • Review reading order/structure of each slide • Use effective color contrast

12. Create Accessible Presentations: PowerPoint 2007 Features and Access Elements Continued • Use readable text (font/size) • Use hyperlink text that is meaningful • Use simple table structure • Use captioned videos/audio (transcripts for audio) • Distribute presentation in multiple accessible formats

13. Use the Normal View • Set the Normal View option to begin work on a presentation: • View Tab > Presentation Views Group > Select “Normal” • Right Click on Status Bar > Select “View Shortcuts > Select “Normal View” shortcut • Displays Slides Tab, Outline Tab, Slide Pane and Notes Pane

14. Try It! • Open PowerPoint • Open the Normal View • Select the Outline Tab

15. The Outline Tab • Shows slide text in outline format • Review for any missing text • AT users access this content in ppt format • Shows Reading Order/Structure of text • Remove unnecessary blank spaces • Add content via outline tab

16. Outline Tab Continued • Used to create Outline/RTF presentation format • Copy and paste text from Outline Tab for other purposes: webpage, text-only transcript • *Does not display Alt Text for Images

17. Use Standard Slide Layouts • 9 standard slide layouts available • Home Tab > Slides Group > Layout • Slide Layouts designed for: • Title Slides, Content with caption etc. • Contain text and object based placeholders that AT can access

18. Use Unique Titles for Slides • Each slide should have a title • Titles provide purpose of slide • Titles first item to be read by AT • Titles similar to headings in Word

19. Reading Order of Slide Content • Ensure logical reading order of items on slides • Selection and Visibility Pane • Home Tab > Drawing Group > Arrange > Selection Pane • Reorganize items as you want them to be read by screen reader • Disable items you don’t want to be read (e.g. footer)

20. Try It! • Insert 3 Slides • Use a “Title Slide” layout for 1st slide • Choose 2 slide layouts and apply them to the 2nd and 3rd slide • Type a Title on Slide 1 and look at Outline Pane, what do you see?

21. Use Effective Color Contrast • Use Colors that contrast • Light on dark , dark on light • These colors don’t contrast • Don’t rely on color to convey meaning • Avoid using combination ofmanycolors

22. Use Effective Color Contrast • Formatting Individual Slide Color: • Right Click on Slide > Select “Format Background” > Color • Using Themes • Design Tab > Themes • WebAIM’s Color Contrast Checker • Visual Disabilities • Visicheck

23. Try It! • Apply a theme for your 3 slides • Does sufficient contrast exists? • Try applying a different background and text color to one slide

24. Use Readable Font • Font Size (24 pt min) • Font Family • Font Color • Font Style

25. Font Size This is 12 pt This is 16 pt This is 20 pt This is 24 pt This is 32 pt

26. Font Family Sans Serif Serif Times New Roman Georgia Book Antiqua • Arial • Tahoma • Verdana

27. Recommendation for Fonts • Use the most readable fonts • Sans Serif Fonts: Verdana, Arial, Tahoma • Plain endings, no flared extensions, no extra ornamentation, easier to read • Serif, Cursive, Fantasy fonts • Difficult to read, extra ornamentation, strokes at tips • Limit the number of fonts used • Avoid small font sizes (24pt min)

28. More Font Recommendations • Availability of fonts across computer operating systems? • Use Real text vs. text within graphics • Limit font variations such as bold, italics, underline, all caps • Don’t rely on font color, size, and overall font look to convey meaning • Avoid blinking/moving text

29. Font Style • Avoid using all UPPERCASE LETTERS • Italics are difficult to read on screen • Reserve Underline Text for Links • Use Sans Serif Fonts

30. Try It! • Apply 2 sans-serif font types to text in slides • Use the Font Group under Home Tab! • If using a theme, select Design tab > Fonts

31. Use Alternative Text • Add alternative text descriptions to images, figures and objects • Concise and meaningful descriptions • Adding Alt-Text in MS Office: • MS PPT 2003: Right Click > Format Picture • MS PPT 2007/2010: Right Click > Size and Position

32. Alternative Text Continued • Use Picture/Content with caption slide layout (Mac Users) • Use Notes pane for long descriptions (complex images) • Alt text will not appear in outline view but will carry over into other formats e.g. PDF, HTML

33. Alt Text Tips • If using several images that have same description, group and add alt text • Tip: Type description on slide behind image so description can appear on Outline view • Student Typing on Computer

34. Alt Text Tips • Avoid Clutter • Avoid using images as Background • Decorative vs. Meaningful • Decorative images most likely do not require alt text.

35. Transitions and Animations • Simple Transitions & Animation • Should not distract audience • Users with Disabilities • Seizure Disorders- Flickering, Flashing

36. Try It! • Insert an image from clipart into one slide • Insert tab > Clip Art • Be sure image lays within layout content box • Add Alternative Text • Add description in notes pane • Add description behind image on slide • Insert a new slide, apply “content/picture with caption” slide layout • Insert image on slide • Use caption boxes to add description

37. Graphs, Charts, & Figures • Add Alt Text or long description using notes pane • Begin description by introducing name and type of object e.g. Annual Sales Pie Chart…

38. Video and Audio • Use Captioned Videos/Audio • If no captions: Use notes pane to provide captions for audio content on a slide, (transcript when appropriate) • Captioning Self-Service at Sac State: • http://www.csus.edu/irt/fsrc/captioning.html

39. Subtitling Text Add-in STAMP • Works with videos/audio imported into PPT • Create/edit closed captions directly into presentation • Free download: http://sourceforge.net/projects/stamp-addin/

40. Video Tutorial with Captions

41. Captioned Video Example • YouTube Captions and Subtitles: http://www.youtube.com/watch?v=QRS8MkLhQmM • Auto-captions feature on YouTube • Captioning help on YouTube

42. Accessibility Checker • Last Step before sharing presentation • File > Check for Issues > Check Accessibility

43. Save in Multiple Formats • Provide Original PowerPoint • Text Document • Option to save as Outline/RTF – carries over formatting and all content from outline view • Copy and paste content from outline view • Save as HTML • Avoid using HTML option in PowerPoint use plug in: “Accessible Web Publishing Wizard” • Save as an Accessible PDF

44. Try It! • Save your PPT as an Outline/RTF • Windows Button > Save As > Other Formats • Open document in MS Word – edit as needed • Convert to PDF • Remember to use “Create PDF” button from Acrobat Tab!!

45. Accessibility Checker

46. Accessibility Checker • Automated Tool available in Office 2010 • Helps to identify access issues in document • Provides: Error, Warnings, or Tips • Great for checking missing alt text • Manual checking still required • File > Info Tab > check for issues > check accessibility

47. Demo & Activity • Run the accessibility checker for the document

48. Summary • Outline View – reading order • Slide Layouts • Contrast between text and background • Alt Text for Images • Caption Video/Audio • Provide in Multiple Formats

49. FSRC Workshops • Access workshop information and materials: http://www.csus.edu/irt/fsrc/workshops.html

50. Safari Books • Go to library website and click advanced search • Enter a Search Term: “Microsoft Word” • Select “Electronic Bk” for Material Type and click submit. • Click on a search result and click “Connect to this resource online” • Safari Books Online will display content