Accessibility: PowerPoint

Using Slide Layouts in PowerPoint

Why use Them?

• Correct use of built in slide layours in the first and most important step to making your PowerPoint slides accessible.
• Using built-in slide layouts will ensure that slides have the correct reading order and properly structured headings and lists.

How do you use Them?

1. The default first slide in a PowerPoint document in the Title slide which has placeholders for the title and subtitle.
2. Select the drop-down menu next to New Slide in the PowerPoint toolbar.
3. Choose the proper format for your slide. If you plan to have more than one content box within your slide, it is important to select the proper template from the beginning rather than manually creating it with the tab key.
4. If you plan to include an image in your slide, select the Picture with Caption slide format.

Check for Accessibility Issues

1. In the Review tab look for Accessibility Checker on the ribbon.

2. If you do not see this function, type Accessibility Checker in the "Tell me what you want to do" search box.

3. The accessibility checker will appear on the right hand side with a list of any potential accessibility errors in the presentation.

Watch a Video: Accessibility Checker in PowerPoint

Color and PowerPoint Slides

What is Color Deficiency?

• Color deficiency is a condition that limits an individual's ability to distinguish between different shades of color.
• According to the National Eye Institute, 8% of males and .5% of females have color deficiency.
• This condition makes it difficult to decipher meaning of information that is only conveyed in color.

When should you consider color?

• It is important to use significant contrast between the background of your slide and the font color. This will make it easier for those who are color blind or who have low vision to read your slides.
• If you are trying to convey information through the use of color, it is important to convey it in another way.
  • A bar chart that is coded in color can also include text in the graph.
  • Add an underline to a color-coded hyperlink text.

Resources on this Topic:

National Eye Institute: Facts About Color Blindness

WebAIM: Visual Disabilities, Color-blindness

Other Accessibility Principles

• Make sure text is not too small, especially if the presentation will be viewed on a projector.
• Do not use color as the only way to convey information.
• Transitions and animations should be simple.
• Use clear and simple language. If you have embedded video, ensure the video is captioned.
• If you have embedded audio, ensure the audio includes a transcript.

Additional Resources

WebAIM PowerPoint Accessibility 

Microsoft: Make Your PowerPoint Accessible to People with Disabilities

Alternative Text in PowerPoint

Why You Need It

• Use it it if you will be sharing a PowerPoint Document online.

• The purpose is to provide a nonvisual description of your images for users who are blind or have low vision.

Image Types that Need Alt Text

• Pictures, illustrations and images of text

• Charts

• Shapes and smart art

Alt Text Best Practices

• Don't repeat what is in the surrounding text.
• Consider your audience and the context of why you are sharing the image.
• Keep the description concise and to the point.