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Create Accessible Presentations

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Title: Create Accessible Presentations Subject: Microsoft PowerPoint Accessibility Author: Cryssel Vera Keywords: PowerPoint, Accessibility Last modified by – PowerPoint PPT presentation

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Title: Create Accessible Presentations


1
Create Accessible Presentations
  • PowerPoint 2007
  • Cryssel Vera
  • cvera_at_csus.edu 916-278-2847

2
Objectives
2
  • To learn what accessibility elements should be
    included in a presentation.
  • To understand how to include these elements into
    presentations.
  • To create an accessible PowerPoint presentation.

3
Accessibility Resources
3
  • Accessibility Information for Instructors
  • http//www.csus.edu/accessibility/instructors.html
  • The CSU Accessible Technology Initiative
  • http//www.calstate.edu/accessibility/
  • Accessibility at Sacramento State
  • http//www.csus.edu/accessibility/index.html

4
Accessibility Resources
4
  • Professional Development for Accessible
    Technology
  • http//teachingcommons.cdl.edu/access/index.html
  • Accessible Instructional Materials Guides
  • http//www.csus.edu/accessibility/guides.html
  • Faculty Staff Resource Center
  • http//www.csus.edu/irt/fsrc

5
What are Instructional Materials?
  • Electronic Distributed Materials
  • Syllabus
  • Word Docs, PPT, PDF, WebPages
  • Textbooks
  • SacCT Course Content
  • Faculty Website Content
  • Videos and Audio

6
Accessible Documents
  • Documents that are designed and structured to be
    used effectively by people with disabilities.
  • Can be accessed by Assistive Technology AT
    devices/software
  • Screen Reader JAWS
  • Magnification Software ZoomText
  • Scan/Read Kurzweil
  • Assistive Technology Showcase Devices

7
Accessible Documents
  • Other factors to keep in mind are
  • Content Language
  • Learning styles
  • Access to technology (specific software)
  • Digital Divide
  • HTML most accessible format, ubiquitous
  • Cross platform Formats (compatibility) .rtf,
    .html

8
JAWS Basic Key Commands
  • Insert down arrow Say All,
  • CTRL Interrupt Speech
  • Insert Up Arrow Say Line,
  • Insert Left Arrow Say prior word
  • Insert Right Arrow Say next word
  • Insert F6 List of Headings
  • Insert F7 List of Links
  • Insert F9 List of Frames
  • Insert F5 List of Form fields

9
Why an Accessible PowerPoint?
9
  • Provides access to all users including those who
    have a disability,
  • Benefits everyone learning styles, needs of an
    assistive technology user
  • Facilitates process to convert into alternate
    formats
  • Its the right thing to do!

10
Accessibility Best Practices
Create Accessible Presentations
10
  • Use the Normal View
  • Use standard slide layouts
  • Ensure all slides have a title
  • Review reading order/structure of each slide
  • Use effective color contrast

11
Accessibility Best Practices
Create Accessible Presentations
11
  • Use readable text (font/size)
  • Use hyperlink text that is meaningful
  • Use simple table structure
  • Use captioned videos/audio (transcripts for
    audio)
  • Distribute presentation in multiple accessible
    formats

12
Use the Normal View
12
  • Set the Normal View option to begin work on a
    presentation
  • View Tab gt Presentation Views Group gt Select
    Normal
  • Right Click on Status Bar gt Select View
    Shortcuts gt Select Normal View shortcut
  • Displays Slides Tab, Outline Tab, Slide Pane and
    Notes Pane

13
Try It!
13
  • Open PowerPoint
  • Open the Normal View
  • Select the Outline Tab

14
The Outline Tab
14
  • Shows slide text in outline format
  • Review for any missing text
  • AT users access this content in ppt format
  • Shows Reading Order/Structure of text
  • Remove unnecessary blank spaces
  • Add content via outline tab

15
Outline Tab Continued
  • Used to create Outline/RTF presentation format
  • Copy and paste text from Outline Tab for other
    purposes webpage, text-only transcript
  • Does not display Alt Text for Images

16
Use Standard Slide Layouts
16
  • 9 standard slide layouts available
  • Home Tab gt Slides Group gt Layout
  • Slide Layouts designed for
  • Title Slides, Content with caption etc.
  • Contain text and object based placeholders that
    AT can access

17
Use Unique Titles for Slides
  • Each slide should have a title
  • Titles provide purpose of slide
  • Titles first item to be read by AT
  • Titles similar to headings in Word

18
Reading Order of Slide Content
18
  • Ensure logical reading order of items on slides
  • Selection and Visibility Pane
  • Home Tab gt Drawing Group gt Arrange gt Selection
    Pane
  • Reorganize items as you want them to be read by
    screen reader
  • Disable items you dont want to be read (e.g.
    footer)

19
Try It!
19
  • Insert 3 Slides
  • Use a Title Slide layout for 1st slide
  • Choose 2 slide layouts and apply them to the 2nd
    and 3rd slide
  • Type a Title on Slide 1 and look at Outline Pane,
    what do you see?

20
Use Effective Color Contrast
20
  • Use Colors that contrast
  • Light on dark , dark on light
  • These colors dont contrast
  • Dont rely on color to convey meaning
  • Avoid using combination of many colors

21
Use Effective Color Contrast
  • Formatting Individual Slide Color
  • Right Click on Slide gt Select Format Background
    gt Color
  • Using Themes
  • Design Tab gt Themes
  • WebAIMs Color Contrast Checker
  • Visual Disabilities
  • Visicheck

22
Try It!
22
  • Apply a theme for your 3 slides
  • Does sufficient contrast exists?
  • Try applying a different background and text
    color to one slide

23
Use Readable Font
23
  • Font Size (24 pt min)
  • Font Family
  • Font Color
  • Font Style

24
Font Size
24
  • This is 12 pt
  • This is 16 pt
  • This is 20 pt
  • This is 24 pt
  • This is 32 pt

25
Font Family
25
  • Serif
  • Sans Serif
  • Arial
  • Tahoma
  • Verdana
  • Times New Roman
  • Georgia
  • Book Antiqua

26
Recommendation for Fonts
26
  • Use the most readable fonts
  • Sans Serif Fonts Verdana, Arial, Tahoma
  • Plain endings, no flared extensions, no extra
    ornamentation, easier to read
  • Serif, Cursive, Fantasy fonts
  • Difficult to read, extra ornamentation, strokes
    at tips
  • Limit the number of fonts used
  • Avoid small font sizes (24pt min)

27
More Font Recommendations
27
  • Availability of fonts across computer operating
    systems?
  • Use Real text vs. text within graphics
  • Limit font variations such as bold, italics,
    underline, all caps
  • Dont rely on font color, size, and overall font
    look to convey meaning
  • Avoid blinking/moving text

28
Font Style
28
  • Avoid using all UPPERCASE LETTERS
  • Italics are difficult to read on screen
  • Reserve Underline Text for Links
  • Use Sans Serif Fonts

29
Try It!
29
  • Apply 2 sans-serif font types to text in slides
  • Use the Font Group under Home Tab!
  • If using a theme, select Design tab gt Fonts

30
Use Alternative Text
30
  • Add alternative text descriptions to images,
    figures and objects
  • Concise and meaningful descriptions
  • Adding Alt-Text in MS Office
  • MS PPT 2003 Right Click gt Format Picture
  • MS PPT 2007 Right Click gt Size and Position

31
Alternative Text Continued
31
  • Use Picture/Content with caption slide layout
    (Mac Users)
  • Use Notes pane for long descriptions (complex
    images)
  • Alt text will not appear in outline view but will
    carry over into other formats e.g. PDF, HTML

32
Alt Text Tips
32
  • If using several images that have same
    description, group and add alt text
  • Tip Type description on slide behind image so
    description can appear on Outline view
  • Student Typing on Computer

33
Alt Text Tips
33
  • Avoid Clutter
  • Avoid using images as Background
  • Decorative vs. Meaningful
  • Decorative images most likely do not require alt
    text.

34
Transitions and Animations
34
  • Simple Transitions Animation
  • Should not distract audience
  • Users with Disabilities
  • Seizure Disorders- Flickering, Flashing

35
Try It!
35
  • Insert an image from clipart into one slide
  • Insert tab gt Clip Art
  • Be sure image lays within layout content box
  • Add Alternative Text
  • Add description in notes pane
  • Add description behind image on slide
  • Insert a new slide, apply content/picture with
    caption slide layout
  • Insert image on slide
  • Use caption boxes to add description

36
Graphs, Charts, Figures
36
  • Add Alt Text or long description using notes pane
  • Begin description by introducing name and type of
    object e.g. Annual Sales Pie Chart

37
Video and Audio
37
  • Use Captioned Videos/Audio
  • If no captions Use notes pane to provide
    captions for audio content on a slide,
    (transcript when appropriate)
  • Captioning Services at Sac State
  • http//www.csus.edu/accessibility/captioning.html

38
Video Tutorial with Captions
38
39
Captioned Video Example
39
  • YouTube Captions and Subtitles
    http//www.youtube.com/watch?vQRS8MkLhQmM
  • Auto-captions feature on YouTube
  • Captioning help on YouTube

40
Save in Multiple Formats
40
  • Provide Original PowerPoint
  • Text Document
  • Option to save as Outline/RTF carries over
    formatting and all content from outline view
  • Copy and paste content from outline view
  • Save as HTML
  • Avoid using HTML option in PowerPoint use plug
    in Accessible Web Publishing Wizard
  • Save as an Accessible PDF

41
Accessible Publishing Wizard
  • Installed at FSRC main Lab 3012
  • Documentation coming soon

42
Try It!
42
  • Save your PPT as an Outline/RTF
  • Windows Button gt Save As gt Other Formats
  • Open document in MS Word edit as needed
  • Convert to PDF
  • Remember to use Create PDF button from Acrobat
    Tab!!

43
Summary
43
  • Outline View reading order
  • Slide Layouts
  • Contrast between text and background
  • Alt Text for Images
  • Caption Video/Audio
  • Provide in Multiple Formats

44
Questions?
44
  • If you have questions about this workshop, please
    contact Cryssel Vera at
  • cvera_at_csus.edu

45
Workshop Evaluation
45
  • Locate Workshop Evaluation Icon on Desktop
  • Find Workshop Name Link, complete evaluation
  • Contact
  • Cryssel Vera
  • Instructional Materials Specialist
  • cvera_at_csus.edu, 278-2847
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