Guidelines for Giving an Accessible and Interesting Power Point Presentation Ike Presley National Project Manager American Foundation ft Blind 4045252303 ipresleyafbnet wwwafborg 2 Topics to Cover ID: 764889
Download Presentation The PPT/PDF document "Guidelines for Giving an Accessible and ..." is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Guidelines for Giving an Accessible and Interesting Power Point Presentation Ike PresleyNational Project ManagerAmerican Foundation f/t Blind404-525-2303ipresley@afb.net www.afb.org
2 Topics to CoverPart 1: Organizing Your ContentPart 2: Making Your Presentation Accessible Slide layout & designUsing slide and outline viewRead order Images: graphics, tables, charts, etc. Slide transitions Part 3: Delivering the presentation Part 4: Preparing Accessible Handouts
3 Part 1Organizing Your Content
4 Organizing Your ContentStart in word processorType your 3-4 major points / topicsNot sentences, just short phrasesUse levels and sublevelsAdd supporting points as short phrases Follow next steps for designing PPT Copy text into corresponding slides
5 Part 2 Making Your Presentation Accessible and Interesting
6 Making Your Presentation AccessibleUse simple layoutUse simple, non-cluttered design templateBe mindful of color contrast issues Use sans serif fonts Avoid conveying information with emphasis or color alone Limit quantity of text per slide
7 Choosing a DesignSimpleDark on lightLight on darkNon-clutteredGood examples can have Some color variation Some background variation Cannot interfere with readability of text
8 Dark on Light Template Good contrast Pretty boring
9 More Interesting Dark on Light Design Good contrast Some color variation Some space lost at bottom
10 Light on Dark Template Good contrast Pretty boring
11 Better Light on Dark Template Good contrast Some color variation
12 Bad Design Template Poor contrast Too much color variation Distracting background Text difficult to read across slide
13 Another Bad Design Template Too cluttered Space lost to non-essential graphics
14 Starting a Slide Deck New slide show opens with title slide Title Place Holder – 60 point Subtitle Place Holder – 24 point Presenter name & contact info Add a graphic for interest Maybe a photo Professional or personal
15 Choosing a Layout Insert a (New) slides Title and content layout Two content layout for columns Duplicate selected slide Unique title on each slide
16 Slide and Outline ViewSlide view, left side of screen Each slide displayed as a thumbnailOutline view, left side of screen Displayed text spoken by screen reader All text should be viewable Check carefully Tables, graphics, pictures, text boxes will not show
17 Selecting FontsUse sans serif fontsArialUppercase I, lowercase l, ( Illusion ) Verdana, Tahoma , APHont Use Bold (improves readability) Don’t use Times New Roman, Courier New, Calibri (g) Italics or ALL UPPERCASE
18 Selecting Point SizesSlide titles 48-64 point bold Bullets and text Level 1: 32 point bold Level 2: 28 point bold Level 3, 4, 5: 24 point bold (mothing smaller) Slide number on all slides except Title slide Save often ( Ctrl+S )
19 Text & Background ColorsBe mindful of color contrast issuesLight text on dark backgroundYellow on black White on dark blue Light yellow on dark green Dark text on light background Black, dark blue on pastel colors
20 Sample Text & Background Colors High Contrast (yellow on black) High Contrast (white on dark green) Low Contrast (bright green on yellow-green) Very Low Contrast (light orange on light gray)
21 Color and EmphasisAvoid conveying information with color and emphasis aloneHere are some important words Emphasize text in verbal presentation (loudness, pitch), or Say: “The phrase ‘important words’ is colored red and emphasized with underlining.”
22 If You Must Use ColorExplain information conveyedExample: Product List ( green = new) Web weenies Prompt junkies PowerPoint prodigies Touring trainers Inspiring ice breakers (read list, say "prompt" and "touring" are new)
23 Quantity of TextLimit number of bullet points5-7 bullets/lines per slideTotal quantity of text per slide Maximum 5-7 words per bullet/line Make points short and concise Avoid full sentences if at all possible Save often ( Ctrl+S )
24 Using LevelsPromoting and demoting textMakes reading easier for everyoneUse levels Under bullet points When desired Each sublevel uses smaller text
25 Read OrderReading order for screen readersHome – Arrange – Selection paneUse Up/Down triangles to reorderOrder appears reversedSlide numberSlide titleSlide content Graphical content Text boxes
26 Graphical ElementsPhotosClip artGraphsCharts Diagrams Text boxes Must be at lest 24 point, bold
27 Images Need DescriptionsSelect graphic elementRight click, or Press Shift + F10Opens menu, choose “Format …”PictureShape Object, etc.
28 Format Picture PaneWhen format picture pane opensPress F6 to move focus to panePress Right Arrow to Size & Properties3rd from left
29 Adding Alt TextSize & Properties menuPress Tab to move focus into menuPress Down Arrow to move highlight to Alt TextPress Tab to move to Description fieldType descriptionSave often ( Ctrl+S )
30 Slide TransitionsUse sound transitionsAudio cue for slide changeEasier to followChooseTransitions tab Sound drop down menu Subtle sound Select Apply To All
31 Part 3 Delivering the Presentation
32 Getting StartedState that presentation will containText on screenGraphics on screenInvite viewers to move forwardTurn off lights close to screen
33 Making Your PointsBulleted pointsBring bullet points out individuallyShould be spoken when they appearNo need to read verbatim Include content in your speech Use Start on mouse click when needed Choose simple animation Use same throughout
34 Graphic DescriptionIdentify type of graphicPhoto, graph, chart, diagram Verbally describe graphical elementsDescribe salient features onlySpeak relevant data Suggestions for verbal descriptions
35 Sample Graph DescriptionSay, “This bar graph shows sales for the 4 quarters of FY’16 with quarters 1-4 displayed on X-axis, and number of units sold displayed on Y-axis. 1st Qt = 38, 2nd Qt = 51, 3rd Qt = 35, 4th Qt = 21.” FY’16 Quarters Units Sold
36 Sample Chart DescriptionSay: “This pie chart shows that in 1997 12% of all Americans had a severe disability, 7% had a less severe disability and 81% had no disability.”
37 Sample Diagram DescriptionSay: “This diagram of the Space Shuttle shows the payload bay doors open with no cargo in the bay. The flight deck, main engine, payload bay, and payload bay doors are labeled.”
38 Part 4 Preparing Accessible Handouts
39 Digital / Electronic FormatProvide copy of PowerPoint fileMust be created accessibleAllows participants to use their preferred access technologyMake available in the “cloud,” before, during and after Have available on USB thumb drive for copying
40 Preparing Regular Print HandoutsMany people like3 slides per page on leftLines for notes on rightPrint in B&W unless color requiredUse two sided printing
41 Large Print HandoutsTwo formats are needed - Why? One for graphical informationPowerPoint HandoutOne for accessible textWord or text document
42 Preparing Large Print Handouts – GraphicsOpen File MenuSelect PrintSelect Full Page SlidesFull Page Slides will be highlighted Check Frame Slides Check Scale to Fit Paper Print one page first to test
43 Preparing Large Print Handouts – TextOpen File MenuSelect ExportSelect Create Handouts Select Create Handouts in Microsoft Word Select Outline only Choose OK Word will openText from slides will appear
44 Editing Large Print Handouts in Microsoft WordStep 1Select All text – Ctrl+ASet font – APHont , Verdana, Arial Set point size to 18pt or larger Save document
45 Editing – Step 2Move cursor to last line of titlePress the End keyPress Enter twice to insert a new blank linePress Ctrl+L to left justify line, if needed Type: (Slide 1 – Title Slide) Parenthesis: locate slide # quickly Press Enter Copy text of title onto this line
Editing – Step 3 Move to last line of slide 1 textPress the End key and Enter twiceType: (Slide 2)Move to last line of slide 2 textPress the End key and Enter twiceType: (Slide 3)Repeat for all slides 46
47 Editing – Step 4Slides with graphicsMove to last line of slide textPress the End key and Enter onceType: Slide GraphicPress Enter once & Tab key to indent Switch back to PowerPoint Alt+Tab
48 Editing – Step 5Move focus to slide with graphicSelect graphic elementRight click, or Press Shift+F10Choose “Format …” Picture, Text box, Object, etc. When format picture pane opens Press F6 to move focus to pane Press Right Arrow to Size & Properties 3 rd from left
49 Editing – Step 6Size & Properties menuPress Tab to move focus into menuPress Down Arrow to move highlight to Alt TextPress Tab to move to Description fieldPress Ctrl+A to highlight the text Press Ctrl+C to copy the textSwitch back to WordPress Alt+Tab
50 Editing – Step 7Cursor should be on indent under Slide GraphicPaste text with Ctrl+VRepeat steps for each graphic element on slide Repeat steps for each slide with graphic Save document often ( Ctrl+S )
51 Editing – Step 8Number pages in Word documentPreview document Make any necessary edits & Save Print document (2 sided)
52 Preparing Braille HandoutsOpen the Word fileRemove all Bold & SaveOpen the Word file in braille translator Edit and format as needed Emboss
Guidelines for Giving an Accessible and Interesting Power Point Presentation Ike PresleyNational Project ManagerAmerican Foundation f/t Blind404-525-2303ipresley@afb.net www.afb.org Thanks for coming