Creating Accessible Microsoft Powerpoint Documents

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Basics of Inclusive Design for Online Education

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University of Colorado Boulder

Basics of Inclusive Design for Online Education

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This course provides instruction and strategies to support you in developing a course that is inclusive to students with a wide range of abilities, including students with disabilities. We cover effective practices to increase inclusion and avoid some of the common accessibility issues that can arise in an online course. In particular, Basics of Inclusive Design Online covers course organization, the accessibility of Microsoft Office and PDF documents, making course instruction pages accessible, captioning of videos, making images accessible, and designing for learning differences. We also discuss how inclusive course materials can help all students, including students without disabilities. This course will appeal to those who want both a broad overview of the range of accessibility considerations and also a step-by-step guide of how to check documents for accessibility, caption a video, or prepare course content for non-visual users. Course logo credit: "web accessibility word cloud" by Jill Wright (https://goo.gl/xyUoeU). Copyright - some rights remain. See https://creativecommons.org/licenses/by/2.0/

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Week 2: Accessible Documents

Following a review of online accessibility issues, in this week we will explain the steps to create and remediate course documents in MS Word, PowerPoint, and Adobe PDF documents. The assignment will provide you with an opportunity to apply these skills to actual documents.

Creating Accessible Microsoft Powerpoint Documents6:21

Rencontrer les enseignants

Emily Moore
Director of Research and Accessibility, PhET Interactive Simulations
Department of Physics
Howard Kramer
Accessibility Specialist
OIT
Clayton Lewis
Professor
Department of Computer Science

In this video, I'm going to introduce you to creating

accessible Microsoft PowerPoint presentations.

As we have seen before with accessible Microsoft Word documents and PDF files,

it is important to add appropriate structure to your content.

Since PowerPoint slides often include heavy use of images and color,

we'll also revisit how to add alt text to images and how to use color effectively.

As a note to Mac users,

PowerPoint for Mac does not allow

assistive technology to access the content of the slides,

we recommend that you avoid using

PowerPoint from Mac when trying to create accessible slides.

In order for assistive technology to convey

the content of your PowerPoint slides to a student,

the slide needs to contain a specific type of structure.

This structure is provided through the use of slide layouts,

slide layout of the pre-formatted slides structures provided by PowerPoint.

Within PowerPoint, you can find

a collection of slide layouts by selecting Home and New Slide.

Here you'll find different pre-formatted slide structures to choose from,

including slides with title,

content and header boxes.

PowerPoint automatically starts a new presentation with

a title slide containing a title and subtitle box.

Now I'm going to use

PowerPoint's Outline View to help you understand how to use slide layouts,

and to provide a way to check that your slide content is accessible.

Let's look at an example of PowerPoint presentation that contains some content.

This presentation has a title slide and a slide with some text and a graph.

Before I add more contents,

I'm going to turn on outline view.

If I go to view and select outline,

I am now able to see a list of the content on my slides to the left.

The content shown in this outline view is

accessible to assistive devices like screen readers.

Let's add another slide using slide layouts.

I'm going to select the slide layout that has a heading and one content box.

As I type my content into the new slide,

you can see this information appearing in the outline view.

When you add text directly into the title,

content or header boxes provided by the slide layout,

text information becomes accessible to assistive devices.

For those of you familiar with styles and Microsoft Word documents or tags and PDF files,

you can think of slide layouts as pre-styled or pretext slide templates.

If you create a new text box on the slide,

this content is not accessible.

Notice how the new content I created does not appear in the outline.

Remember, the most efficient option to making your content

accessible is to use or modify existing content boxes in the slide layout.

Here I am adding the new content into the existing slide layout content box.

I can also change the slide layout and adapt this to meet my needs.

If your content requires a layout that is not provided through

slide layouts or from a modification of the existing slide layouts,

you'll need to make a new slide layout under the slide master view.

To do this, select view,

slide master view and then insert slide master.

Let's take a closer look at slide two.

This slide contains a graph.

I use this slide layout when I created this slide,

but I noticed that the graph doesn't appear in the outline view.

Images, graphs and tables do not appear in the outline view.

For any images you use to convey content in a PowerPoint slide,

you'll need to add alt text that describes the relevant information.

Let's add alt text to this graph.

Right click on the image,

select format chart area,

then layout and properties,

ensure the alt text enter the description fields not the title fields.

Note that alt text does not display in the outline view,

but you can use the accessibility checker to double

check that all of your images and graphs have all texts.

To use the accessibility checker,

go to file, check for issues and then check accessibility.

For decorative images, those that are not intended to convey content,

you should enter decorative image or something equivalent for the alt text.

Otherwise, someone using assistive technology,

such as the screen reader,

will only hear graphic for

that item and not know if they have missed important information.

As always, make sure you are using true list and tables,

using the list and tables features in the software.

Also ensure that your tables contain

descriptive text headings and have a designated header row.

You can check for a designated header row by selecting

design and checking that the header row checkbox is selected.

When designing your PowerPoint slides,

you want to be careful about your use of color.

It's helpful for all users to make sure that your

text color contrast with your background color.

Using high contrast color combinations will make it

easier for all of your students to read your content.

Be careful not to use busy pattern backgrounds,

such as this slide example on the left,

as these can make it difficult to reach

your content even when using high contrast colors.

The example on the right is easier for everyone to read.

As of all documents you create,

do not convey information with color alone.

On the left, there is an example of a table that uses only color to convey the content.

If the user is not able to read the slide,

the text labels won't give sufficient information to understand the content,

and if the user is red green colorblind,

they may not be able to distinguish between the categories shown.

On the right is the same table,

the additional information available to

screen reader software and the students reading the text.

Remember to check out the resources available in this module through step by

step guides and tutorials for making accessible PowerPoint files.

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