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Accessible PowertPoint presentations

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In order to make your university
teaching as inclusive as possible

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you should also make your
PowerPoint presentations accessible,

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to enable as many people as
possible, with or without disabilities,

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to independently access
your teaching content.

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In this video we explain

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what accessible
PowerPoint presentations are,

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how to plan and create them,

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how to check their accessibility

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and what to keep in mind
when giving a presentation.

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Step 1: What is an accessible
PowerPoint presentation?

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Same as other
accessible digital content

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accessible PowerPoint
presentations are designed so that

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they can be read with
technical aids such as a screen reader

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and can thus be independently read

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by people with visual impairment.

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They also have some
technical specifications

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and are clearly structured.

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When planning your next
PowerPoint presentation

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same as the lecture itself,
take into account that you are dealing

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with a heterogeneous
audience with different needs

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and think about accessibility
right from the start.

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See this as an
opportunity to restructure

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your teaching content once again

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and thereby improve
its comprehensibility.

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This not only increases
student satisfaction,

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but also helps optimize
teaching as a whole.

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Step 2: Creating a presentation

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A basic note:

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As always with the creation
of accessible documents

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you should follow the
principles of accessible design:

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All content should be clearly
and logically structured,

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the texts should be uniformly
designed in a sans serif font

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and headings must
be identified as such.

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The contrast between text and
background should be as high as possible,

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and you should avoid manual
or automatic word division.

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Use the tools provided

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for lists, tables or diagrams.

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Text and graphs
should not be positioned

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by inserting
several blank lines,

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but with the help of correctly positioned
placeholders in the Slide Master.

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Add Alternate Text and a caption

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to images and graphs.

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You should avoid
unnecessary decorative elements,

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especially
background graphics.

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When choosing the colors,
for example for your graphs or diagrams,

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you should also ensure that
there is sufficient contrast.

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But, be careful: Avoid the
complementary colors red and green,

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because people with a red-green color
blindness cannot see any difference here.

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It also makes sense to use the
design of the University of Potsdam

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when creating your presentation.

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Advice on design,
fonts and colors,

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as well as various logos can be
found on the website of the

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Center for Information Technology and Media
Management at the University of Potsdam

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under "Offers and Solutions">
"Multimedia Services">

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"Graphics, 3D and Corporate Design".

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Let's get started.

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First define the
basic appearance

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under "View" in
the "Slide Master",

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e.g. the position of
placeholders for slide titles,

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text or images in the
individual slide layouts.

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Under "Fonts" you
can also define

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the font for your
entire presentation.

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We choose the sans
serif font "Calibri".

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With any additional elements that
you place in the Slide Master,

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e.g. the logo of the
University of Potsdam or a footer,

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you should be careful because
depending on how they are created

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they are being treated differently by
screen readers in PowerPoint than in the PDF.

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In order to avoid
unnecessary difficulties,

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it is therefore advisable to
not put any relevant information

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- such as your contact details -

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in the footer of
the "Slide Master".

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Instead, you should
create a separate slide

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in the "Normal" view
for this information.

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When you are satisfied
with your “Master Layout”,

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you can close it and
return to the normal view.

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Next, you should give your
presentation a document title.

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To do this, open the
“Info” under “File”.

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Enter the title under
"Properties" on the right.

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Now the actual creation of
the presentation can begin.

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On the first slide
we're going to add

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the same title as we just
did and add a subtitle.

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It is best to set
the document language

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in the status bar at the
bottom before you continue.

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This is important so
that the screen reader

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will later read the texts with
the correct intonation.

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Please always use the
preset layout elements,

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instead of creating fields yourself.

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This ensures that the screen
reader interprets everything correctly.

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To insert a new slide, select the
desired layout from the menu.

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So that people who
use a screen reader,

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can orientate themselves
well in the presentation,

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you should give each slide its
own, short and concise "Slide Title".

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Always use the
placeholder provided for this.

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The slide titles also
provide the basis

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for the “Outline View”
of the presentation.

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Here you can check whether you
have applied the slide titles correctly.

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You can find it under "View".

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The slide title is always shown
in bold next to the slide number.

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If you did not
use a slide title or

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entered it in a
normal text field,

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then no title will appear here and
navigation in the presentation,

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as performed by the screen
reader, does not work optimally.

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If you want to switch
back to the normal view,

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select “Normal” under
“View” on the far left.

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To add an image, graph, or
diagram to your presentation,

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select the appropriate symbol
in an empty placeholder field.

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We choose a pie chart.

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You can enter the values
​​of your diagram in this table.

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On the right under
"Format Chart Area"

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you can adapt the
appearance of your diagram,

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for example assign the colors
of the University of Potsdam.

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Always ensure that there is sufficient
contrast between the color values.

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Your diagram should
also have a meaningful title.

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Since people with
visual impairment

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cannot perceive the
image independently,

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you need a description,
a so-called Alt Text.

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You can add this by right-clicking
on the selected field with your image

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and choosing"Edit Alt Text"
from the context menu.

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The structure of an Alternate
Text should be as follows:

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1. The type of image (e.g.
photo, line drawing, pie chart...),

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2. a short description,
as objective as possible

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and 3. a copyright notice.

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In general: Use technical terms

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and put any terms quoted from
the illustration in quotation marks.

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If your image is a purely
decorative element

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that does not convey any information,
you can also specify that,

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by marking it as "decorative".

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In this case your picture will
be skipped by the screen reader

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and does not require any Alternate Text.

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If you want to create your own graphics
with PowerPoint for your presentation,

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you can do this with the
help of the Shapes tool.

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Of course, this graphic
also needs an Alternate Text.

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Currently we would have to assign a
separate text to each individual object.

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However, this does not
make sense because

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the graphic as a whole
forms a meaningful unit.

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Therefore, you should first
group the elements of your graphic.

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To do this, select all shapes

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and then right-click
for the context menu

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or select "Group" under "Arrange".

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You can now assign an
Alternate Text to the entire image.

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A note: If you want to export your
presentation as a PDF, we recommend that you

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save your composite graphic
as a picture before exporting it.

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This way you prevent the
grouping from being lost during export

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and the meaning of the graphic
no longer being comprehensible.

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To do this, select
your entire graphic

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and right-click to
select "Save as Picture".

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Then delete the graphic
and load the picture

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that has just been
saved via "Pictures",

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position it and provide
an Alternate Text.

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This way, the picture including the Alternate
Text will definitely be displayed in the PDF.

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The disadvantage is obvious:
After converting it to a picture

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you can no longer make
any changes to your graphic.

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The same applies to
the use of “SmartArts”.

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Here it can also happen that
the assigned Alternate Text

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is not retained
during PDF export.

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Just proceed exactly
as described before

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and save your "SmartArt" as a
picture before exporting to PDF.

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You can also add videos
to your presentation.

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These also require
an Alternate Text.

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AND: You need subtitles
so that people with

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hearing impairments
can understand the video.

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The same goes for audio pieces.

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You should also include
audio transcripts with videos.

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When you are giving your presentation,
you can also do this live,

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by verbalizing the main visual
elements your video contains.

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If you want to add lists or
bullet points to your presentation,

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Always use the correct tools

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for “Bullets” or “Numbering”.

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Should one line of
your list be subordinate

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to another in the structure,

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use the tab key instead of
inserting spaces manually.

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This way, the hierarchy
of the content is not only

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visually perceptible, but also
for the screen reader.

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The same goes for tables:

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Create these with the tool
provided for this purpose.

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Select the Table tool in
the content placeholder field

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and determine the
number of rows and columns.

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Then insert your data and
adjust the colors if necessary.

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However, always make sure

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that the information is understandable
even without color highlighting.

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Please avoid Excel spreadsheets,

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since these are not correctly
adopted when exporting as PDF.

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In order for your table
to be readable for blind people,

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additional information
must be added.

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For example, Header Rows
must be identified as such.

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Only then the meaning of
the individual cell texts become clear.

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Your table also
needs Alternate Text.

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To add it, right-click on the table
again and choose "Edit Alt Text".

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In the 2016 version of PowerPoint

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instead select "Format shape"

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and under "Shape
Options"> "Size and Properties"

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you will find the Alt Text input field.

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If your presentation should contain
mathematical formulas, it is better

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to insert them as a picture instead of
creating them directly in PowerPoint,

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because screen readers often
have difficulties with formulas.

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You can create a graphic of your formula
online using a LaTeX equation editor,

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for example
www.zahlen-kern.de/editor

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Enter your formula here,
then download it

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as a graphic and insert it
into your presentation.

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As Alternate Text, insert the formula
according to LaTeX or MathML

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or write it as text, just as
one would pronounce the formula.

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Does your presentation
also contain links?

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Inserted hyperlinks are immediately
recognized as such by PowerPoint.

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But you can also select any term

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and right-click to access
the "Hyperlink" control panel

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and insert the link here.

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Like this, the screen reader
does not read

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a complicated link, but
understandable text.

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In addition, you should add the
so-called ScreenTip to the link,

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so it's clear
where the link leads to.

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Now is the time to check
the reading order of your presentation,

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as a screen reader
reads the elements of a slide

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always in the
chronological order

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in which they were
added to the slide.

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This can lead to a discrepancy

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between the visual
and structural order.

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Open the “Selection
Pane” under “Arrange”.

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Here you can see the order in
which the slide elements are read out.

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Attention: The lowest
object in the list is read out first.

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In our case, the slide title,
then the text, then the graph.

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If the order is not correct,
you can drag the object

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to the correct position with
the mouse button pressed.

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Before we check the accessibility
of our presentation, a note:

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Do not use animated slide
transitions or similar gadgets.

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On the one hand, these are lost in
the PDF, on the other hand,

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they are unnecessarily
distracting and complicate readability.

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Now open the "Review" tab
and select "Check Accessibility"

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You can see the
Inspection Results on the right.

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We forgot a slide title.
We are now adding it.

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On the left you can
see the "Outline View",

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which shows the structure
of our presentation.

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In case you want to make
your presentation available

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only as a PowerPoint file,
you can do that now.

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An additional export
as PDF is useful

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in case not everybody has
the PowerPoint program.

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So that people with visual
impairment can follow the lesson well,

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ideally, you should make the
presentation available before the lesson

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rather than after.

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Under “File”> “Save As”
select the “PDF” file format.

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Use the “Options” button
to make specifications

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for the PDF export by choosing
the following options:

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"Document Properties" and "Document
Structure Tags for Accessibility".

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Deselect "Bitmap Text".

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You can now start the export.

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Step 3: Customize PDF in Adobe Acrobat Pro

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In order to be accessible,
your exported PDF must

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be finalized with the
Adobe Acrobat Pro program.

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If you have created
your presentation correctly,

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it shouldn't take much time.

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We only cover the most
important aspects here.

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A detailed guide to
creating accessible PDFs

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can be found in the tutorial
"Accessible PDF Documents"

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and in the tutorial “Adapt existing
PDFs to accessibility standards”.

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Open your PDF and check
the accessibility status once more.

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To do this, open the menu item
"Accessibility" in the toolbar on the right.

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and start the
"Accessibility Check".

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The result is
displayed on the left.

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First, let's check the metadata.
The title is correct.

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For the screen reader to read the title of
your presentation instead of the file name

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we have to specify this
under “File”> “Properties”.

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In the “Initial View” tab,
select the “Document Title”.

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Check under "Advanced" whether

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the document language has
been correctly transfered.

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Next we are asked to check

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the logical reading
order here as well.

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To do this, we open the
"Reading Order" tool on the left.

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Each element has now been
assigned a number, that shows

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the order in which it is
read by the screen reader.

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In case something is
in the wrong position

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drag it to the correct one
while pressing the mouse button.

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It all looks good.

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In the "Accessibility Check"
we can click on "Pass".

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The same applies to
the point “color contrast”,

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as we already paid attention to
this aspect during the creation.

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Here on the left you can also check
the bookmarks of your presentation.

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In our case there
are no bookmarks yet.

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Since we worked with
slide titles in PowerPoint,

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we can use the command
"New Bookmarks from Structure"

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and select the H1 heading here.

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It corresponds to the
"slide titles" that we assigned.

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Navigating through the document
with the keyboard and screen reader

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is therefore
possible without any problems.

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As a last step you have
to set the PDF/UA identifier.

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Because for a PDF to be
considered technically accessible,

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the meta information
must be available,

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which marks the document
as PDF/UA compatible.

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To do this, open "Edit",
click on the "Preflight" option

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and select the wrench.

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Under "Document
info and Metadata"

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select the menu item
"Set PDF/UA entry"

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and click on "fix"
at the bottom right.

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Now you can save the final PDF
and make it available to the students.

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Step 4: Give the presentation

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A few more notes
on the presentation:

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Always signal to the
students that you are ready

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to respond to individual needs
(verbally and in writing).

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Pay attention to a clear
presentation style at a moderate speed

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and stay facing the students

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to enable lip reading.

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If possible, use a
microphone in the lecture hall.

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You can also use
PowerPoint to create

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live subtitles for
your presentation.

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To do this, select "Subtitle
Settings" in PowerPoint

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under "Slide Show"
before the start of the event

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and choose here which language
your presentation and subtitles will be.

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Also activate the function
“Always Use Subtitles”.

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Your presentation will
now be subtitled live.

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If this is not the case,
at the start of the presentation

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you can switch on subtitles
in the slide show.

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Announce the structure at the
beginning of the presentation

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and mention the current page
number during the presentation.

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00:21:08,577 --> 00:21:13,078
If you use graphs,
tables, pictures or videos,

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you should verbalize them.

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00:21:16,229 --> 00:21:19,353
Videos should also have subtitles.

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Provide a transcript for
audios or spoken text.

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00:21:25,747 --> 00:21:27,271
Checklist

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00:21:27,638 --> 00:21:30,196
I summarize the most
important steps again:

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First you plan the content and
structure of your presentation,

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then create it with the
correct tools and slide layouts.

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00:21:40,185 --> 00:21:43,950
You determine the appearance
with the Slide Master.

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Graphics, charts, videos and
tables need an Alternate Text.

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Then check the reading
order and accessibility.

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If you would like to provide
your presentation as a PDF,

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finalize it in
Adobe Acrobat after the export.

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00:22:05,031 --> 00:22:08,870
During the lecture itself,
make sure that it is easy

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to understand and respond
to the needs of the students.

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00:22:12,930 --> 00:22:16,409
If you do run into
technical difficulties,

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feel free to contact the

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00:22:18,247 --> 00:22:23,205
"Center for Information Technology
and Media Management".