Creating Accessible Presentations Training Guide

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 Learning and Development Centre Website

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

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

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

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

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! Floating Objects

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

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

Alt Text for All Images & Objects Alternative text should: – present the content and function of 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

Creating Charts Choose a Slide Layout with image placeholder 2.Select ‘Insert Chart’ option 3.Select ‘Chart Style’ (Bar, Pie, Line, etc.) 4.Enter data in the Excel window that pops up 5.Close Excel Window (Click on x top right) 6.Use Chart Tools to format chart 7.Add Alternative Text – Right Click > Format > Chart Area > Alt Text

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

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

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

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

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

Questions? Thank you for your time