2. Web Communications Division Fixing and Preventing Accessibility Errors in Microsoft PowerPoint Presentations

3. Web Communications Division This presentation will help you to fix and prevent accessibility errors in PowerPoint Presentations. After completing this training, you will be able to ensure that your PowerPoint Presentation slides are 508 Compliant. 2

4. Web Communications Division Introduction to Section 508 Preventing Accessibility Errors Review Layout and Formatting Identify Images have an Alternative Text Review Accessible Table Additional Requirements Resources Conclusion References Questions 3

5. Web Communications Division Section 508 is the name of the amendment to the Rehabilitation act of 1973 that requires Federal agencies to make their electronic and information accessible to people with disabilities (U.S. Access Board, 2010). Section 508 requires that when Federal agencies develop, procure, maintain, or use Electronic and Information Technology (EIT), they shall ensure it is accessible to people with disabilities (U.S. Access Board, 2010). 4

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7. Hyperlinks (URL’s) and active links need to display a fully qualified URL - i.e. http://www.samhsa.gov and not www.samhsa.gov.http://www.samhsa.gov www.samhsa.gov Right click on link text and select “Edit Hyperlink”, then enter fully qualified URL. 6 HHS PowerPoint Document 508 Checklist (1.3)

8. Web Communications Division It is important that the list of links makes sense to the user when it is read out of context. Each link should make sense in the list when it is read in isolation. 7

9. Web Communications Division Avoid using flickering/flashing text and/or animated text. Provide an alternate, non animated slide for the content. 8

10. Web Communications Division How to delete a review comment 1.Click the comment that you want to delete. 2.On the Review tab, in the Comments group, select Delete. 9

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12. Web Communications Division Identify Images have an Alt Text. Provide a Descriptive Alt Text. Identify Multi-layered Objects. Fix Inaccessible Table. Ensure Sufficient Color Contrast in Text, Charts and Images. Ensure Information Does Not Rely on Color Alone. 11

13. Web Communications Division 1.Select the Object or Image. 2.From the Keyboard, select Ctrl+Shift+F10, press the context menu key, or right-click on the object. 3.Select Size and Position from the drop down menu. 4.Select the Alt Text tab. 5.Describe the image associated with the Alternative Text. context menu key 12

14. Web Communications Division Well-written alt text should convey the same “take home message” as the image. 13

15. Web Communications Division Text equivalents are present, but they are insufficient. Consequently, users accessing the information via screen readers will not have the same level of access that sighted users do. 14 HHS PowerPoint Document 508 Checklist (2.6)

16. Web Communications Division The name of the Image (madura_c12eQ2b.jpg) should not be used as an Alternative Text. An option to remediate this image will be to have a link to an Accessible table. 15 Required by Section 508 Standard 1194.22(K)

17. Web Communications Division 16 HHS PowerPoint Document 508 Checklist (2.4) An option is to have the Organizational Chart linked to an HTML page. Have all multi-layered objects been flattened into one image and has one Alternative Text (Alt Text) been provided for this image?

18. Web Communications Division Does a contrast ratio of at least 4.5:1 exist between text, or images of text, and background behind the text? Ensure sufficient color contrast in text, charts, and images. HTML 508 Policies & Standards Checklist HHS ID(C2) 17

19. Web Communications Division Example of a low contrast color image and text that can not be read. Use highly contrasting colors for your text and background 18

20. Web Communications Division Download Color-Contrast Analyzer (open-source software) from http://www.paciellogroup.com/res ources/contrast-analyser.html 19

21. Web Communications Division Ensure all information conveyed with color is also available without color. Example of an incorrect and correct way to use color: Required by Section 508 Standard 1194.22(c) 20

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23. Web Communications Division Identify the Correct Way of Using Tables Identify Accessible Tables Identify Table Headers and Rows Ensure Your Presentation is Keyboard Accessible 22

24. Web Communications Division When non-tabular text is rendered with tables, the reading controls are incorrect. This can make it confusing and difficult to read the document with a Screen Reader. HHS PowerPoint Document 508 Checklist ID (3.4) 23

25. Web Communications Division To determine whether tables have been used for visual formatting Right click on any text that you suspect is formatted as a table. If the Table Tools part of the Ribbon shows up, table formatting has been used. 24

26. Web Communications Division Someone who can read a table or chart visually can refer back to the column and row headings or the X and Y coordinates to make sense of the data. 25

27. Web Communications Division The screen reading software by default will read the information in a table horizontally, cell by cell, row by row. Tables are read efficiently by screen readers when the column or row headers are clearly defined. 26

28. Web Communications Division Identify that table columns have been assigned a header row. This enables the Screen Reader software to be able to tell the user for each cell what the header for that column is. Required by Section 508 Standard 1194.22(g) 27

29. Web Communications Division 1.Double Click the Table. 2.The Table Tools Design will open. 3.Go to the Table Style Options group and ensure the Header Row and/or First Column are selected in the check box. Ticket IDClientdeveloperDate F-1233A-23Santos10/12/2012 F-3459A-23Roberts10/12/2012 F-2333A-25Miller10/12/2012 28

30. Web Communications Division 1.Select the first cell of the table. Press the Tab key repeatedly to make sure that the focus moves across the row and then down to the first cell of the next row. 1 st Grade Teachers 2 nd Grade Teachers 3 rd Grade Teachers 4 th Grade Teachers A. SmithS. DavisC. WhiteJ. Martinez C. JonesK. WilsonT. SmithW. Clack R. MillerA. BrownP. HallM. Jackson 29

31. Web Communications Division Though it can be a complex process to check a PowerPoint Presentation for accessibility, when you identify and remediate documents, you also make them more portable. This means that they work better across all web-browsers, computer systems, and types of devices. To Identify accessibility errors remember to: – Review Layout and Formatting – Review Image Requirement – Review Table Requirements “ 30

32. Web Communications Division Microsoft Office: http://office.microsoft.com/en-us/powerpoint- help/creating-accessible-powerpoint- presentations-HA102013555.aspx http://office.microsoft.com/en-us/powerpoint- help/creating-accessible-powerpoint- presentations-HA102013555.aspx WebAIM: PowerPoint Accessibility: http://webaim.org/techniques/powerpoint/ http://webaim.org/techniques/powerpoint/ Microsoft PowerPoint Accessibility Video Tutorials: http://teachingcommons.cdl.edu/access/docs_ multi/PowerPoint_Accessibility_Tutorials.shtml http://teachingcommons.cdl.edu/access/docs_ multi/PowerPoint_Accessibility_Tutorials.shtml 31

33. Web Communications Division U.S. Access Board (2010). Standards. Section 508.gov. Retrieved on 11/05/2012 from http://www.section508.gov/index.cfm?fuseAction =stds http://www.section508.gov/index.cfm?fuseAction =stds W3.org - A guide to understanding and implementing Web Content Accessibility Guidelines http://www.w3.org/TR/UNDERSTANDING- WCAG20/intro.html 32

34. Web Communications Division If you have post training questions, please contact Cristopher Broyles at cristopher.broyles@hhs.gov or 202-708-0101.cristopher.broyles@hhs.gov If you would like to schedule a training session, please contact Kelley Mesa at DCDTraining@hhs.gov or 301-939-1323.DCDTraining@hhs.gov 33