Create Accessible Presentations

1. Create Accessible Presentations PowerPoint 2007 Cryssel Vera cvera@csus.edu | 916-278-2847

2. 2 Objectives • 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. 3 Accessibility Resources • 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. 4 Accessibility Resources • 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. Create Accessible Presentations What are Instructional Materials? • Electronic Distributed Materials • Syllabus • Word Docs, PPT, PDF, WebPages • Textbooks • SacCT Course Content • Faculty Website Content • Videos and Audio…

6. Create Accessible Presentations 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. Create Accessible Presentations 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. Create Accessible Presentations 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. 9 Why an Accessible PowerPoint? • 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 • It’s the right thing to do!

10. 10 Create Accessible Presentations: PowerPoint 2007 Create Accessible Presentations Accessibility Best Practices • 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. 11 Create Accessible Presentations: PowerPoint 2007 Create Accessible Presentations Accessibility Best Practices • 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. 12 Use the Normal View • Set the Normal View option to begin work on a presentation: • View Tab > Presentation Views Group > Select “Normal” • Right Click on Status Bar > Select “View Shortcuts > Select “Normal View” shortcut • Displays Slides Tab, Outline Tab, Slide Pane and Notes Pane

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

14. 14 The Outline Tab • 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. Create Accessible Presentations 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. 16 Use Standard Slide Layouts • 9 standard slide layouts available • Home Tab > Slides Group > Layout • Slide Layouts designed for: • Title Slides, Content with caption etc. • Contain text and object based placeholders that AT can access

17. Create Accessible Presentations 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. 18 Reading Order of Slide Content • Ensure logical reading order of items on slides • Selection and Visibility Pane • Home Tab > Drawing Group > Arrange > Selection Pane • Reorganize items as you want them to be read by screen reader • Disable items you don’t want to be read (e.g. footer)

19. 19 Try It! • 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. 20 Use Effective Color Contrast • Use Colors that contrast • Light on dark , dark on light • These colors don’t contrast • Don’t rely on color to convey meaning • Avoid using combination ofmanycolors

21. Create Accessible Presentations Use Effective Color Contrast • Formatting Individual Slide Color: • Right Click on Slide > Select “Format Background” > Color • Using Themes • Design Tab > Themes • WebAIM’s Color Contrast Checker • Visual Disabilities • Visicheck

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

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

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

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

26. 26 Recommendation for Fonts • 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. 27 More Font Recommendations • Availability of fonts across computer operating systems? • Use Real text vs. text within graphics • Limit font variations such as bold, italics, underline, all caps • Don’t rely on font color, size, and overall font look to convey meaning • Avoid blinking/moving text

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

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

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

31. 31 Alternative Text Continued • 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. 32 Alt Text Tips • 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. 33 Alt Text Tips • Avoid Clutter • Avoid using images as Background • Decorative vs. Meaningful • Decorative images most likely do not require alt text.

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

35. 35 Try It! • Insert an image from clipart into one slide • Insert tab > 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. 36 Graphs, Charts, & Figures • 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. 37 Video and Audio • 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. 38 Video Tutorial with Captions

39. 39 Captioned Video Example • YouTube Captions and Subtitles: http://www.youtube.com/watch?v=QRS8MkLhQmM • Auto-captions feature on YouTube • Captioning help on YouTube

40. 40 Save in Multiple Formats • 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. Create Accessible Presentations Accessible Publishing Wizard • Installed at FSRC main Lab 3012 • Documentation coming soon

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

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

44. If you have questions about this workshop, please contact Cryssel Vera at: cvera@csus.edu 44 Questions?

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