Creating Accessible PowerPoint Presentations - PowerPoint Presentation

Creating Accessible PowerPoint Presentations John Slatin AccessU – Austin, Texas May 15 & 16 , 2019

Introduction 2

Mike Zapata Accessibility Specialist with Texas Health and Human Services Student and teacher of accessibility since 2005 Contact: mike.zapata@hhsc.state.tx.us 3

What Is Accessibility? Accessibility enables people with disabilities to access the same information and perform the same functions as anyone else. 4

Course Objectives Prepare for an accessible presentation. Design an accessible presentation. Deliver an accessible presentation. 5

Preparation 6

Preparation Is Important Proper P reparation Prevents Presentation Predicaments 7

Consider Your Audience Some audience members may have issues affecting their ability to: See Hear Move Speak Understand 8

Ask in Advance… …if anyone needs an accessibility accommodation. 9

Sample Questions for Attendees I will need the following accommodation(s) in order to participate : Email the presentation to me in advance. USB Drive: Format _____ ASL interpreter Wheelchair access Braille Assistive listening device Large print: Font size _____ Captioning Other: _________ An assistant will be accompanying me: Yes No 10

Venue Aspects Architectural Room size Number of seats Technical Audio/visual equipment Network availability 11

Reserved Seating 12

ASL Interpreter Provide technical terms and acronyms. Provide good seating and visibility. May need more than 1 interpreter. 13

Captioning & Listening Devices CART: communication access realtime translation Audio transcripts Video captions Assistive listening devices (ALDs) 14

File Distribution Presentation files can be provided: By email On a USB drive On a website 15

Braille Handouts Replace graphics and charts with descriptions. Save file as a Word document with headings. 16

Design 17

Standard Layout Templates Use PowerPoint’s standard templates and styling features. 18

Slide Masters Use a slide master to set styles, layouts, and placeholders. 19

Placeholders Use placeholders to add content. 20

Don’t Stuff Your Slides 1 idea per slide 3 or 4 bullet points 6 lines of text 5 or 6 words per line 21

Outline View 22

Unique Titles Before After 23

Exercise 1 Open the exercise file. Change duplicate slide titles so that each are unique. 24

Visibility of Titles 25

Exercise 2 Open the exercise file. Hide slide title. 26

Fonts Serif fonts: This font is Garamond. This font is Georgia. This font is Times New Roman . Sans-serif fonts: This font is Arial. This font is Tahoma. This font is Verdana . 27

Text Size Smaller sizes are harder to read. 12 points 18 points 24 points Larger sizes are easier to read. 32 points 40 points 44 points 28

Text Attributes Text in italics can be hard to read for some people . TEXT IN ALL CAPITALS CAN BE HARD TO READ, TOO . 29

Avoid Right-justified Text This text is right-justified and may be hard to read and process for some. 30

Avoid Fully-justified Text This text is fully-justified and may be hard to read and process for some. 31

Images (1 of 2) Avoid using images of text. Avoid flashing or blinking items. 32

Images (2 of 2) Use the Insert tab to add images to the presentation. Use alt text to describe images. 33

Alt Text Select Image > Size and Position > Alt Text > Description 34

Exercise 3 Open exercise file. Insert an image into a slide. Add alt text to the image. 35

Charts and Graphs Keep them simple. 36

Graph Description in Notes Add alt text with a short description. End with the words "Full text description in the Notes section of this slide." 37

Graph Description on Slide 38

Exercise 4 Open exercise file. Add a description of a graph in the slide’s Notes section. Add a description of a graph on the content area of the slide. 39

Don’t Rely on Color Alone Presentations that use color alone to convey meaning can be inaccessible. 40

Color and Text Add asterisks to required elements. 41

Color and Numbers Add parentheses to negative numbers. 42

Color and Line Graphs Use different styles for lines. 43

Color and Bar Graphs Use different patterns for bars. 44

Provide Sufficient Contrast Put text on a plain, solid-colored background. 45

Color Contrast Tools 46

Grayscale Mode Use Grayscale mode to view the presentation in black and white. Click Back to Color View to exit Grayscale mode. 47

Exercise 5 Open exercise file. Activate Grayscale Mode. Deactivate Grayscale Mode. 48

Verify the Reading Order 49

Exercise 6 Open exercise file. Check and adjust the Reading Order of a slide. 50

Delivery 51

Let Them See You Face the audience. Don’t hide behind the lectern. 52

Be Heard Speak slowly. Speak clearly. Use a microphone. 53

Be Understood Use simple language. Avoid jargon, undefined acronyms, or idioms. Allow the audience to process the information. 54

Describe Slides Titles Text Graphics Slide numbers 55

Question & Answer Sessions Provide microphones for audience questions. Repeat questions and comments from the audience. 56

After the Presentation Audio or video recordings should have captions or transcripts. Handouts and other materials should be accessible. 57

Afterword 58

Resources Texas HHS Accessibility Center for Electronic Information Resources http://accessibility.hhs.texas.gov W3C Web Accessibility Initiative: How to Make Presentations Accessible to All http://www.w3.org/WAI/training/accessible.php WebAIM : PowerPoint Accessibility http://webaim.org/techniques/powerpoint/ 59

Recap Prepare for an accessible presentation. Design an accessible presentation. Deliver an accessible presentation. 60

Thanks! Send questions or comments to: mike.zapata@hhsc.state.tx.us 61