1. Create Accessible Presentations PowerPoint 2007 Cryssel Vera cvera@csus.edu | 916-278-2847

2. Objectives ▪To learn what accessibility elements should be included in a presentation. ▪To understand how to include these elements into presentations. ▪To create an accessible PowerPoint presentation. Create Accessible Presentations 2

3. Accessibility Resources ▪Accessibility Information for InstructorsAccessibility Information for Instructors ▫ http://www.csus.edu/accessibility/instructors.ht ml ▪The CSU Accessible Technology InitiativeThe CSU Accessible Technology Initiative ▫ http://www.calstate.edu/accessibility/ ▪Accessibility at Sacramento StateAccessibility at Sacramento State ▫ http://www.csus.edu/accessibility/index.html Create Accessible Presentations 3

4. Accessibility Resources ▪Professional Development for Accessible TechnologyProfessional Development for Accessible Technology ▫ http://teachingcommons.cdl.edu/access/index. html ▪Accessible Instructional Materials GuidesAccessible Instructional Materials Guides ▫ http://www.csus.edu/accessibility/guides.html ▪Faculty Staff Resource CenterFaculty Staff Resource Center ▫ http://www.csus.edu/irt/fsrc Create Accessible Presentations 4

5. What are Instructional Materials? ▪Electronic Distributed Materials ▫ Syllabus ▫ Word Docs, PPT, PDF, WebPages ▪Textbooks ▪SacCT Course Content ▪Faculty Website Content ▪Videos and Audio… 5 Create Accessible Presentations

6. Accessible Documents ▪Documents that are designed and structured to be used effectively by people with disabilities. ▪Can be accessed by Assistive Technology AT devices/software: ▫ Screen Reader – JAWSJAWS ▫ Magnification Software – ZoomTextZoomText ▫ Scan/Read – KurzweilKurzweil ▫ Assistive Technology Showcase Devices Assistive Technology Showcase Devices 6 Create Accessible Presentations

7. Accessible Documents ▪Other factors to keep in mind are: ▫ Content Language ▫ Learning styles ▫ Access to technology (specific software) + Digital Divide + HTML most accessible format, ubiquitous + Cross platform Formats (compatibility):.rtf,.html 7 Create Accessible Presentations

8. JAWS Basic Key Commands ▫ Insert + down arrow = Say All, ▫ CTRL = Interrupt Speech ▫ Insert + Up Arrow = Say Line, ▫ Insert + Left Arrow = Say prior word ▫ Insert + Right Arrow = Say next word ▫ Insert + F6 = List of Headings ▫ Insert + F7 = List of Links ▫ Insert + F9 = List of Frames ▫ Insert + F5 = List of Form fields 8 Create Accessible Presentations

9. ▪Provides access to all users including those who have a disability, ▪Benefits everyone: learning styles, needs of an assistive technology user ▪Facilitates process to convert into alternate formats ▪It’s the right thing to do! Why an Accessible PowerPoint? 9

10. ▪Use the Normal View ▪Use standard slide layouts ▪Ensure all slides have a title ▪Review reading order/structure of each slide ▪Use effective color contrast Accessibility Best Practices Create Accessible Presentations 10

11. ▪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 Accessibility Best Practices Create Accessible Presentations 11

12. 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 Create Accessible Presentations 12

13. Try It! ▪Open PowerPoint ▪Open the Normal View ▪Select the Outline Tab Create Accessible Presentations 13

14. 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 Create Accessible Presentations 14

15. 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 Create Accessible Presentations 15

16. 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 Create Accessible Presentations 16

17. 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 Create Accessible Presentations 17

18. 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) Create Accessible Presentations 18

19. Try It! ▪Insert 3 Slides ▪Use a “Title Slide” layout for 1 st slide ▪Choose 2 slide layouts and apply them to the 2 nd and 3 rd slide ▪Type a Title on Slide 1 and look at Outline Pane, what do you see? Create Accessible Presentations 19

20. 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 of many colors Create Accessible Presentations 20

21. 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 CheckerWebAIM’s Color Contrast Checker ▪Visual DisabilitiesVisual Disabilities ▪VisicheckVisicheck Create Accessible Presentations 21

22. Try It! ▪Apply a theme for your 3 slides ▫ Does sufficient contrast exists? ▪Try applying a different background and text color to one slide Create Accessible Presentations 22

23. Use Readable Font ▪Font Size (24 pt min) ▪Font Family ▪Font Color ▪Font Style Create Accessible Presentations 23

24. Font Size This is 12 pt This is 16 pt This is 20 pt This is 24 pt This is 32 pt Create Accessible Presentations 24

25. Font Family ▪Arial ▪ Tahoma ▪ Verdana Serif ▪ Times New Roman ▪ Georgia ▪ Book Antiqua Sans Serif Create Accessible Presentations 25

26. 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) Create Accessible Presentations 26

27. 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 Create Accessible Presentations 27

28. Font Style ▪Avoid using all UPPERCASE LETTERS ▪Italics are difficult to read on screen ▪Reserve Underline Text for Links ▪Use Sans Serif Fonts Create Accessible Presentations 28

29. 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 Create Accessible Presentations 29

30. 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: Right Click > Size and Position Create Accessible Presentations 30

31. 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 Create Accessible Presentations 31

32. 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 Create Accessible Presentations 32

33. Alt Text Tips ▪Avoid Clutter ▪Avoid using images as Background ▪Decorative vs. Meaningful ▫ Decorative images most likely do not require alt text. Create Accessible Presentations 33

34. Transitions and Animations ▪Simple Transitions & Animation ▪Should not distract audience ▪Users with Disabilities ▫ Seizure Disorders- Flickering, Flashing Seizure Disorders Create Accessible Presentations 34

35. 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 Create Accessible Presentations 35

36. 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… Create Accessible Presentations 36

37. 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 Services at Sac State: ▫ http://www.csus.edu/accessibility/captioning.html http://www.csus.edu/accessibility/captioning.html Create Accessible Presentations 37

38. Video Tutorial with Captions Create Accessible Presentations 38

39. Captioned Video Example ▪YouTube Captions and Subtitles: http://www.youtube.com/watch?v=QRS8M kLhQmM http://www.youtube.com/watch?v=QRS8M kLhQmM ▪Auto-captions feature on YouTube ▪Captioning help on YouTubeCaptioning help on YouTube Create Accessible Presentations 39

40. 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 Create Accessible Presentations 40

41. Accessible Publishing Wizard ▪Installed at FSRC main Lab 3012 ▪Documentation coming soon Create Accessible Presentations 41

42. 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!! Create Accessible Presentations 42

43. Summary Outline View – reading order Slide Layouts Contrast between text and background Alt Text for Images Caption Video/Audio Provide in Multiple Formats Create Accessible Presentations 43

44. Questions? ▪If you have questions about this workshop, please contact Cryssel Vera at: cvera@csus.edu Create Accessible Presentations 44

45. Workshop Evaluation ▪Locate Workshop Evaluation Icon on Desktop ▪Find Workshop Name Link, complete evaluation ▪Contact: Cryssel Vera Instructional Materials Specialist cvera@csus.educvera@csus.edu, 278-2847 Create Accessible Presentations 45