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Comprehensive Guide to Creating Accessible Presentations with Microsoft Tools

This training guide offers a systematic approach to creating accessible presentations using Microsoft Word, Excel, and PowerPoint. It emphasizes the use of consistent features, good design practices, and built-in tools to enhance accessibility for all users. The guide covers font styles, contrast, layout design, logical tab orders, the importance of alternative text for images, and effective use of slide notes. Interactive exercises throughout the guide help reinforce learning, while an accessibility checker ensures that your presentations are up to standard.

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Comprehensive Guide to Creating Accessible Presentations with Microsoft Tools

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  1. Creating Accessible Presentations Training Guide

  2. Recommended Approach • Accessible features & functions are consistent across Microsoft platforms (Word, Excel, PowerPoint) • Start with MS Word > then branch out to PowerPoint and Excel • Good Resources • Creating Accessible Documents: An Interactive Training Guide • Learning and Development Centre Website

  3. Make Content Easier to See • Font style – Choose Sans Serif Styles • Font Size – The larger the better (30 pt. min) • Use adequate contrast (test print in greyscale) • Avoid ‘patterned’ backgrounds • Avoid Transitions • Avoid using Word Art

  4. Make Content Easier to Understand • Keep slides simple • Avoid using lots of differentcolours, fonts, images • Provide context for hyperlinks • Use lots of ‘white space’ • Limit number of points per page to six

  5. Use Built-in Style Layouts • Style layouts include text and graphical placeholders which are understood by adaptive technology • Exercise 1: Changing Slide Layouts • Right click > Layout • Look at options available

  6. Create or Customize Master Slides • Slide Masters allow you to add/change existing layouts and create a personal template • Exercise 2: Customizing Master Slides • View > Slide Master • Add page numbers to the slides • Insert > Slide Number • View > Normal • Efficiency Tip: Create a template for future use: • File > Save as type > PowerPoint template

  7. Floating Objects Have you ever created images, text, or objects that were not inserted into a ‘placeholder’? • When place holders are not used, the logical tab order for slide elements must be set manually. • Exercise 3: Create ‘Logical Tab Order’ • Home > Arrange > Selection Pane… • Organize the elements of this slide in reverse order (bottom - top) Special Note: Floating Text and Images are not reformatted when changing design templates!

  8. Use “Real Lists” Ordered Lists Unordered Lists Sleeping Bag Tent Food Clothing Toiletries Exercise 5 – Make the list above a bulleted list Read Recipe Gather Ingredients Bake Ice Eat • Exercise 4 – Make the list above a numbered list

  9. Use Slide Notes • Slide notes can be read by assistive technologies, and can also be included in exports to PDF format • Use notes to explain and expand on slide contents • Add notes while you create your material • Exercise 6 • Add some notes to this slide • Click to add notes

  10. Alt Text for All Images & Objects • Alternative text should: • present the contentand functionof the image • be succinct • Alternative text should not: • be redundant (the same as adjacent or body text) • use the phrases "image of…" or "graphic of…". • Exercise 7 – Add Alt Text • Add alternative text to the image • Right Click > Format > Alt text

  11. Creating Charts - 1 • Choose a Slide Layout with image placeholder • Select ‘Insert Chart’ option • Select ‘Chart Style’ (Bar, Pie, Line, etc.) • Enter data in the Excel window that pops up • Close Excel Window (Click on x top right) • Use Chart Tools to format chart • Add Alternative Text • Right Click > Format > Chart Area > Alt Text

  12. Creating Charts - 2 • Exercise 9 – Creating Charts • Use the placeholder to the right to create a chart.

  13. Creating Tables - 1 • Choose a Slide Layout with an image placeholder • Select ‘Insert Table’ option • Enter # of rows & columns, and click OK • Enter table data and format as desired • Add Alternative text • Right Click > Format Shape > Alt Text • Flag Heading Row • Table Tools > Header Row

  14. Creating Tables - 2 • Exercise 10 – Creating Tables • Use the placeholder to the right to create a table.

  15. Accessibility Checker • The built in accessibility checker will identify any potential issues with your presentation and will provide guidance on how to correct. • Exercise 12 – Run Accessibility Checker • File > Check for Issues > Check Accessibility • Correct identified errors • Save file

  16. Export to PDF • Files exported as PDF can include the ‘Accessibility Features’ if the appropriate flags are set. • Exercise 11 – Save as PDF • File > Save As PDF > Options • Check the options as shown on the sample • Press OK

  17. Questions? Thank you for your time

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