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  • ________________________ Make your PowerPoint documents accessible

  • Make your PowerPoint documents accessible2

    Table of Contents

    Table of Contents............................................................................................................................................ 2

    Make your PowerPoint presentations accessible ...................................................................................... 3

    Windows: Best practices for making PowerPoint presentations accessible .......................................... 3

    Add alt text to visuals in Office 2016 ........................................................................................................... 4

    Add alt text to images ................................................................................................................................. 5

    Add alt text to SmartArt graphics ............................................................................................................... 5

    Add alt text to shapes ................................................................................................................................. 6

    Add alt text to charts .................................................................................................................................. 7

    Make hyperlinks, text, and tables accessible ........................................................................................... 8

    Add hyperlink text and ScreenTips ............................................................................................................. 8

    Use an accessible slide design .................................................................................................................... 9

    Use table headers ....................................................................................................................................... 9

    Format text for accessibility ...................................................................................................................... 10

    Use accessible text color ........................................................................................................................... 10

    Make slides accessible ............................................................................................................................... 11

    Use unique slide titles ............................................................................................................................... 11

    Hide a slide title ........................................................................................................................................ 11

    Set the reading order of slide contents .................................................................................................... 12

    Use built-in slide designs for inclusive reading order ............................................................................... 13

    Use captions, subtitles, and alternative audio tracks in videos ............................................................. 13

    Additional Support ....................................................................................................................................... 14

  • Make your PowerPoint documents accessible3

    Make your PowerPoint presentations accessible

    This topic gives you step-by-step instructions to make your PowerPoint presentations accessible to people with disabilities.

    PowerPoint presentations tend to be highly visual, and people who are blind or have low vision can understand them more easily if you create your slides with accessibility in mind.

    Windows: Best practices for making PowerPoint presentations accessible

    The following table includes key best practices for creating PowerPoint presentations that are accessible to people with disabilities.

    What to fix How to fix it

    Include alternative text with all visuals.

    Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

    Add alt text to visuals in Office 2016

    Add meaningful hyperlink text and ScreenTips. Add hyperlink text and ScreenTips

    Ensure that color is not the only means of conveying information.

    Use an accessible slide design

  • Make your PowerPoint documents accessible4

    What to fix How to fix it

    Use a simple table structure, and specify column header information.

    Use table headers

    Use a larger font size (18pt or larger), sans serif fonts, and sufficient white space.

    Use an accessible slide design

    Format text for accessibility

    Use sufficient contrast for text and background colors.

    Use accessible text color

    Give every slide a unique title Use unique slide titles

    Hide a slide title

    Make sure slide contents can be read in the order that you intend.

    Set the reading order of slide contents

    When creating a new slide, use the built-in slide designs.

    Use built-in slide designs for inclusive reading order

    Make videos accessible to visually impaired and hearing-impaired users.

    Use captions, subtitles, and alternative audio tracks in videos

    Add alt text to visuals in Office 2016 The following procedures describe how to add alt text to visuals in your PowerPoint presentations in Office 2016:

    • Add alt text to images • Add alt text to SmartArt graphics • Add alt text to shapes • Add alt text to charts

    Note: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience with most major screen readers including Narrator. For audio and video content, in addition to the alt text, include closed captioning for people who are deaf or have limited hearing.

  • Make your PowerPoint documents accessible5

    Add alt text to images

    PowerPoint does not automatically generate alt texts for drawn images, such as diagrams or icons. If you want to add an image that is an icon or other image that is not a photograph, you need to add the alt texts manually.

    1. Right-click an image and select Size and Position. 2. In the Format Picture pane, select Alt Text. 3. In the text box, type the alt text for the image.

    Add alt text to SmartArt graphics

    1. Right-click a SmartArt graphic and select Size and Position. 2. In the Format Shape pane, select Alt Text and type a description for the graphic.

    Tip: Include the most important information in the first line, and be as concise as possible.

  • Make your PowerPoint documents accessible6

    Add alt text to shapes

    Add alt text to shapes, including shapes within a SmartArt graphic.

    1. Right-click a shape and select Size and Position. 2. In the Format Shape pane, select Alt Text and type a description for the shape.

    Tip: Include the most important information in the first line, and be as concise as possible.

  • Make your PowerPoint documents accessible7

    Add alt text to charts

    1. Right-click a chart and select Format Chart Area. 2. In the Format Chart Area pane, select Size & Properties. 3. Select Alt Text and type a description for the chart.

    Tip: Include the most important information in the first line, and be as concise as possible.

  • Make your PowerPoint documents accessible8

    Make hyperlinks, text, and tables accessible

    The following procedures describe how to make the hyperlinks, text, and tables in your PowerPoint presentations accessible.

    Add hyperlink text and ScreenTips

    1. Select the text to which you want to add the hyperlink, and then right-click. 2. Select Hyperlink. The text you selected displays in the Text to display box. This is the

    hyperlink text. 3. If necessary, change the hyperlink text. 4. In the Address box, enter the description address for the hyperlink. 5. Select the ScreenTip button and, in the ScreenTip text box, type a ScreenTip.

    Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

    6. To apply the changes, select OK > OK.

    http://go.microsoft.com/fwlink/?LinkId=506569

  • Make your PowerPoint documents accessible9

    Use an accessible slide design

    Use one of the included accessible templates to make sure that your slide design, colors, contrast, and fonts are accessible for all audiences. They are also designed so that screen readers can more easily read the slide content.

    1. To find an accessible template, select File > New. 2. In the Search for Online templates and themes text field, type accessible

    templates and press Enter. 3. In the search results, select a suitable template. 4. In the template preview window, select Create.

    Use table headers

    1. Position the cursor anywhere in a table. 2. Select the Design tab. 3. In the Table Style Options, select the Header Row check box. 4. In the table, type the column headings.

  • Make your PowerPoint documents accessible10

    Format text for accessibility

    1. Select your text. 2. Sele

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