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Introduction Slide This PowerPoint presentation utilizes both the notes sections of slides and alternative text tags on images to provide information, in addition to text on the slides themselves. Creating Accessible Presentations Kursten

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SLIDE 1

Introduction Slide

  • This PowerPoint presentation utilizes both the notes sections of slides and

alternative text tags on images to provide information, in addition to text on the slides themselves.

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SLIDE 2

Creating Accessible Presentations

Kursten Dubbels| Assistive Technology (AT) and Universal Design for Learning (UDL) Specialist, National Instructional Materials Center (NIMAC) State Coordinator June 15, 2018

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SLIDE 3

Presentation Outline

  • Why Create Accessible Presentations
  • How to Create Accessible:
  • PowerPoint
  • Google Slides
  • Hands On Practice

*The same principles apply when creating presentations in any program. ** If you use a Mac computer or a different version of PowerPoint or Google, what is shown here may look slightly different.

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SLIDE 4

Learning Objectives

  • Identify 5 key concepts to make a slide presentation accessible
  • Learn how to check for accessibility of slides
  • Practice making PowerPoint and Google Slides accessible
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SLIDE 5

What is Accessibility?

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SLIDE 6

Why Create Accessible Presentations?

  • It’s the right thing to do
  • Creating accessible presentations makes them easier to navigate
  • Promotes a culture of inclusion
  • It’s the smart thing to do
  • Creating accessible presentations saves time and effort
  • It’s the law
  • Provides equal access to content (ADA & 504)
  • Section 508 and Minnesota Law
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SLIDE 7

Select a Theme

PowerPoint Google Slides

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SLIDE 8

Preparing Your Slide Deck

  • Select a template category.
  • Select a solid background
  • Select a single color background that will provide contrast to the

font color you use

  • Grey should not be used as a background
  • Do not use a patterned background
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SLIDE 9

Design For PowerPoint Slide

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SLIDE 10

Design Your Google Slide

  • In Google Slide, select the Slide

tab > formatting options

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SLIDE 11

Complex or Graphic Backgrounds Make Text Difficult to Read

Complex or graphical background makes this slide difficult to read no matter what font color or size is used.

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SLIDE 12

Simple Transitions

  • Use simple transitions:
  • Fly in from left
  • Wipe right
  • Typewriter
  • Appear
  • Laser from right
  • Advance slides manually
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SLIDE 13

Predefined Slide Layouts

  • Layouts are coded to work with adaptive technologies
  • Layouts make content look more uniform and professional
  • Adding Text Boxes can create accessibility problems
  • If the slide layouts you have available to you do not meet your needs,

you may add, modify, or create slide masters that include the layouts you need. (not covered today)

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SLIDE 14

Select PowerPoint Slide Layout

  • Select home tab > select layout
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SLIDE 15

Select Google Slide Layout

  • Select slide tab > select apply

layout

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SLIDE 16

Fonts and White Space

  • Use a San Serif Font:
  • Arial
  • Calibri
  • Tahoma
  • Verdana
  • Do not use:
  • Serif Font
  • Garamond
  • Times New Roman
  • Shadow text
  • Fancy script
  • Arial Narrow
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SLIDE 17

Font Size for Presentations

  • Headings should be at least 32 point font
  • Subheading should be at least 30 point font
  • Text should never be smaller than 28 point font
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SLIDE 18

Projecting Presentations

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SLIDE 19

Ensure Each Slide Has A Unique Title

  • Using unique slide titles allows for easier navigation
  • Slide titles should be:
  • Larger than other text on the slide
  • Easy to read
  • Consistently located
  • Crisp, not wordy
  • Convey your main point as an assertion
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SLIDE 20

Color Spectrum

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SLIDE 21

Color Blindness

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SLIDE 22

Colors Most People Can See

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SLIDE 23

Good Font and Background Color Combinations

  • Dark Red and White
  • Violet and White
  • Black and White
  • Dark Blue and White
  • Black and Pink
  • Dark Blue and Yellow
  • Black and Yellow
  • Dark Green and White
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SLIDE 24

Poor Contrast Font and Background Color Combinations

  • Violet and Black
  • Blue and Black
  • Red and Black
  • Green and Black
  • Red and Green
  • Dark Blue and Violet
  • Two values of the same color.
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SLIDE 25

Two Ways to Convey Information When Using Color

  • Use text in addition to color to convey information
  • For example:
  • “Important items are red and marked with an *”
  • Required items include the designation “required” next to the

item

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SLIDE 26

Name Hyperlinks Appropriately

  • Links should contain meaningful text that reflects the destination or subject
  • Do not use “Click Here”
  • If you think the presentation will be downloaded, add the hyperlink address to

the notes pages of the presentation

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SLIDE 27

Charts and Graphs

  • When using charts and

graphs, include a table of data to explain the graphic representation

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SLIDE 28

Tables in PowerPoint

  • Use simple table structure
  • Specify column header

information

  • Select the table > Table Tools

> Table Style Options

Session Presenter Room

Learning Management Systems Digital Curriculum

Jon Fila Hagfors 104

Including Everyone in Your Digital Community

Jennie Delisi Hagfors 103 Accessible Classrom, Meetings, Flipped Classrooms Kris Schulze Hagfors 151

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SLIDE 29

Tables in Google

  • Insert > Table > select number of

cells to create a table

  • Add Alt Text
  • Right click to select the upper

left table cell > Select Alt Text > Complete description

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SLIDE 30

Video and Audio Files

  • Only use videos that include captioning
  • Closed captioning is preferable to open captioning
  • Do not rely on auto captioning
  • Visuals, including video should be audio described
  • Include a transcript for any embedded audio components
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SLIDE 31

Include Alternative Text

  • Include accurate alternate text (alt text) for all non-text items

embedded in the slide content:

  • Pictures
  • Video
  • Charts & Graphs
  • Include alt text in the description field.
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SLIDE 32

Inserting Alternative Text in PowerPoint

  • Select the item or image >

Format menu > Alt text

  • Type a description
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SLIDE 33

Inserting Alternative Text in Google Slides

  • Select the image or item

using a right click > Select Alt text

  • Type description
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SLIDE 34

Writing Alternative Text

  • Context is Key
  • Consider Your Audience
  • Be Concise
  • Be Objective
  • General to Specific
  • Tone and Language
  • Learn the Art of Making Graphics Accessible from Jessica Cavazos, Hagfors 150 C
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SLIDE 35

Logical Reading Order

  • Screen reading programs read items according the order defined in

the design layout

  • Factors affecting reading order include:
  • Slide layout selected
  • Oder in which items were added to the slides
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SLIDE 36

Check Reading Order of Slide Elements

  • Place your cursor on the

top, left-most object on your slide

  • Press the Tab key to move

from object to object

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SLIDE 37

Change PowerPoint Slide Reading Order

  • On the home tab, select arrange
  • Select selection pane from menu
  • Selection pane:
  • Shows reading order
  • Items are read from bottom

to top

  • Select item and use arrows to

move items up or down

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SLIDE 38

Change Google Slide Reading Order

  • Select the element to be changed

with a right click > Select Order

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SLIDE 39

Check Reading Order Using Outline View

  • Items are arranged in the order

in which they will be read by a screen reader

  • All major slide information is

depicted in Outline View

  • Graphics will not be visible in
  • utline view
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SLIDE 40

Check Google Slide in PowerPoint Outline View

  • Google Slides does not have an equivalent to Outline View in

PowerPoint

  • Open Google Slide in PowerPoint
  • File > Download As > PowerPoint to open presentation in

PowerPoint

  • Select View > Outline View to review textural content on each slide
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SLIDE 41

Explain Accessibility Features in the File

  • Include a blank slide before the title slide to explain accessibility

measures in the file

  • “This Slides presentation utilizes both the notes sections of slides

and alternative text tags on images to provide information, in addition to text on the slides themselves”

  • Treat Slide 2 as your first slide of the presentation
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SLIDE 42

Check Accessibility in PowerPoint

  • Select the File Tab
  • Select Inspect Presentation
  • Select Check for Accessibility
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SLIDE 43

Accessibility Checker Identifies Errors

  • Errors
  • Missing Alt Text
  • Missing Slide Titles
  • Tips
  • Duplicate Slide Titles
  • Check Reading Order
  • Additional Information
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SLIDE 44

Finding and Fixing PowerPoint Issues

  • Expand the errors by

selecting the carrot in front of the category

  • Highlighting an error will

take you to the slide and highlight the element

  • Once you fix the error, it

will disappear from the list

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SLIDE 45

Add and Launch Grackle Slides

  • Download Grackle Slides
  • Select Add-ons > Grackle Slides >

Launch

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SLIDE 46

Grackle Slide Accessibility Checker Identifies Errors

  • Check for slide titles
  • Checks for unique titles
  • Checking to make sure slides have only one title
  • Checking for empty slides
  • Checking for alternative text
  • Checking for print that is too small
  • Checking color contrast
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SLIDE 47

Finding and Fixing Google Slide Issues

  • Expand the errors by selecting the

double arrows next to the errors

  • Selecting an error will take you to

the slide that needs to be fixed

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SLIDE 48

Complete Document Properties

  • Helps with document management
  • Increases search success
  • To change or update properties:
  • Open PowerPoint Presentation
  • Select File tab > Advanced

Properties

  • Hover over to fill in title, subject,

and author

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SLIDE 49

Export Google Presentation to PowerPoint

  • To export a Google Slide presentation as a PowerPoint document, use

the following shortcuts:

  • Mac: Control + Option + F, then D, then Enter
  • Windows using Chrome: Alt + F, then D, then Enter
  • Windows using other browsers: Alt + Shift + F, then D, then Enter
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SLIDE 50

Thank you!

Kursten Dubbels

kursten.dubbels@state.mn.us 651-582-8562