PowerPoint accessibility for PC

Prerequisites

Common core

  • Accessible writing
  • Accessible Word to PDF
  • Checking and correcting PDF accessibility

External links

to download

Content

A. Creating an accessible PowerPoint document
Writing accessible text

Accessibility must be considered from the creation of your message. The accessible writing workshop addresses the basics of accessibility to help you design an accessible message.

Integrating accessibility

Most of the tasks related to creating an accessible PDF document from an Excel file are done when the document is created in Excel, not when converting the Excel file to PDF.

Document properties

Metadata

Metadata includes information on the document such as:

  • Title
  • Author
  • Subject
  • Document keywords
  • The language of the document

These properties are retained when the document is published in another format.

Defining the metadata
  1. In the File tab (1), select Show All Properties (2).
  2. Fill out the Title and Tags properties (3).

    Document properties
Defining the primary language of a document
  1. In the File tab (1) select Options (2).

    Options of the document
  2. Click on the Languages option (3).
  3. In the dialog box under Choose Editing Languages (4), select your document language from the list and choose your default language (5).
  4. Click OK (6).

    Powerpoint Language Options
Set the language for a section of text

If the corresponding editing language is enabled, Word is able to automatically detect the language for a section of the text.

Enable editing of multiple languages
  1. In the File tab (1) select Options (2).

    Options of the documentClick on the Language option (3).
  2. In the dialog box under Choose Editing Languages (4), select your document language from the list and choose your default language (5).
  3. Click OK (6).

    Powerpoint Language Options

Styles

Add styles to titles
  1. Under Home (1), in Slides (2), click Reset (3).
  2. Type a unique title in the field.

    Slides group
Formating Paragraphs
  1. Select the text you wish to format.
  2. Under the Home tab (1).
  3. Choose Paragraph (2).
  4. Open the dialog box (3).
  5. Determine the alignment, justification, line spacing, and spacing between paragraphs.

    Paragraph group
Create bulleted or numbered lists

In the Word Ribbon under the Home tab (1).

  1. Go to the Paragraph group (2).
  2. Choose Bullets icon for lists without hierarchy (3).
  3. Choose the Numbering icon for ordered lists (4).
  4. Use the automatic creation as you type by pressing the ENTER key to add the following to the list.
  5. Complete the list by hitting BACKSPACE twice to delete the last bullet and the last number in the list.

    Paragraph group
Create sub-lists:
A. Use the TAB key or the TAB icons (A) button.
B. Create list styles with one of the dialogue boxes (B) Example of a dialog box to define a new list style.
C. Use the sequence SHIFT + TAB to return to the level above.

Bulleted and numbered lists

Graphics

Create a SmartArt graphic
  1. On the Insert tab (1).
  2. Go to the Illustrations group (2).
  3. Click on the SmartArt icon (3).

    Illustrations group
  4. In the Choose a SmartArt Graphic dialogue box, select the desired layout (4).
  5. Click OK (5).

    Choose a SmartArt graphic dialogue box
Editing a SmartArt graphic
  1. Click on the SmartArt graphic you wish to edit to have access to the SmartArt Tools.
  2. Click on the Design tab (1).
  3. In the Create graphic group (2), click on Text Pane (3).
  4. Type your text in the Type your text here dialog box.
  5. In order to add a new bullet, click on the Add Bullet icon above the Text Pane icon (4).

    Create graphic groupTo learn more see the link Create a SmartArt Graphic
Adding alternate text to SmartArt
  1. Select the graphic that needs to be described.
  2. Right-click on it.
  3. Select Size and Position or Format Object (depending on the type of the illustration).

    Size and position | Format object

In the dialog box:

  1. Select the Alt Text tab (1).
  2. Write your title in the Title box (2).
  3. Write your description in the Description box (3).
  4. Click Close (4).

    Format picture dialogue box

Formulas

Mathematical Formula
  1. Click the place where the mathematical formula should be written.
  2. On the Insert tab (1), in the Symbols group (2), click the dialog box launcher under the Equation icon (3).

    Symbols group
  3. Click Insert New Equation.

    Insert new equation tab
  4. A new ribbon for writing mathematical formulas will appear (see example below).

    Math formula ribbon
  5. Type an equation in the newly created object.
  6. Insert a caption following the same steps as those described in the previous section with the only difference being that the label type is Equation.

Tables

Create a data table
  1. Under the Insert tab (1), in the Table box, click the dialog box launcher under the Table icon (2).

    Tables group
  2. In the dialog box, select Insert Table (do not use the Draw Table function!)

    Insert table tab
  3. Select the number of rows and columns.
  4. Provide a general description or caption for the entire table.

    Number of columns and rows
Adding alternate text to a table
  1. Select the table that needs to be described.
  2. Right-click on it.
  3. Select Format Picture.

    Format picture tabIn the dialog box:
  1. Select the Alt Text tab (1).
  2. Write your title in the Title box (2).
  3. Write your description in the Description box (3).
  4. Click Close (4).

    Format picture dialogue box
Give titles to columns and rows
  1. Select your table to see the tab Table Tools.
  2. In Design (1), under Table Style Options (2).
  3. Click either on Header Row or First Column (3).

    Table styles options group
Edit table cells
  1. Select your table cell to have access to the Table Tools.
  2. Click on the Layout tab (1).
  3. Click on Cell Margins and then Custom Margins (2) to open the Cell Text Layout dialogue box (3).
  4. Define your cell margins (5).
  5. Click OK (6).

    Cell margins

Navigation

Insert Hyperlink or a linked document
  1. Enter and select the text that will represent the link (URL).
  2. Under the Insert tab (1), in the Links group (2), click on the Hyperlink function (3), which provides access to the Insert Hyperlink dialogue box (4).
  3. In the Link to: section (5) of the dialog box, select the source of your link: Existing File or Web Page (6), Place in this Document (7), or E-mail Address (8).
  4. Write the URL in the Address box (9) or;
  5. Upload your document in the Browse for Files icon (10).
  6. Click the OK button (11).

    Insert hyperlink dialogue box
Audio and video closed captioning

Audio and video closed captioning

Reading order

Ensure that the reading order of each slide is logical
  1. Under the Home tab (1), go in the Drawing group and click Arrange (2),then choose Selection Pane (3).
  2. The Selection Pane lists the objects on the slide. Objects will be read back beginning with the bottom list item and ending with the top list item. Correct any out of order items using the Re-order arrows on the bottom of the pane.

    Selection pane

Checking the accessibility of your PowerPoint document

Checking the accessibility of your PowerPoint presentation
  1. Underthe File tab (1), select Check for issues (2) to open the dialog box.

    Check for issuesIn the dialog box, select Check Accessibility. (You will automatically return to your document and the list of errors will appear on the right.)
Fixing accessibility errors
  1. Fix the errors mentioned on the right.
  2. For more information on MS PPT Accessibility Checker or to find a way to fix an error, read the Rules used by the Accessibility Checker
  3. Note: the MS PPT Accessibility Checker only works on Windows. It is therefore not compatible with MAC. To use the checker on Mac, download Parallels Desktop for Mac software 9.

Correction of the accessibility errors

Save a PowerPoint document

Save your PPT document in an accessible format
  • Important! Save your PPT presentations in .pptx to check the accessibility of your PPT presentation.

 

Save your PPT presentation in an accessible format
 

 

Why save as PDF (Portable Document Format)?

  • Set security measures (password and modifying your document);
  • Compress a large file (facilitates transmission and downloading);
  • Preserve the look and feel of the file when transferred to another computer with different applications.

 

Convert the presentation to PDF

  1. Select the File tab (1)
  2. Select the sub-menu Save & Send (2)
  3. Select Create PDF/XPS Document (3)

     

     

    Convert the presentation to PDF (1)
  4. Select again Create PDF/XPS (a dialog box will open) (4)
     

     

    Convert the presentation to PDF (2)
  5. Go in Save as type (1) Select PDF (*.pdf) (2)
  6. In File name, tape the name of the document (3)
  7. Click on Options...(4)

 

Convert the presentation to PDF (3)
 
 

Define the PDF document

  1. Make sure the Document structure tags for accessibility option is selected (1)
  2. Select the option ISO 19005-1 compliant (PDF/A) (2)
  3. Click OK. (3)

 

 

Define the PDF document
 
 

 

Click on Publish

 

Publish a document in PDF format
B. Tools and Resources

To learn more about creating Accessible PPT documents

C. Configuring PDFMaker
  • Important! Save your PPT presentations in .pptx to check the accessibility of your PPT presentation.

 

Save your PPT presentation in an accessible format
 

 

Why save as PDF (Portable Document Format)?

  • Set security measures (password and modifying your document);
  • Compress a large file (facilitates transmission and downloading);
  • Preserve the look and feel of the file when transferred to another computer with different applications.

 

Convert the presentation to PDF

  1. Select the File tab (1)
  2. Select the sub-menu Save & Send (2)
  3. Select Create PDF/XPS Document (3)

     

     

    Convert the presentation to PDF (1)
  4. Select again Create PDF/XPS (a dialog box will open) (4)
     

     

    Convert the presentation to PDF (2)
  5. Go in Save as type (1) Select PDF (*.pdf) (2)
  6. In File name, tape the name of the document (3)
  7. Click on Options...(4)

 

Convert the presentation to PDF (3)
 
 

Define the PDF document

  1. Make sure the Document structure tags for accessibility option is selected (1)
  2. Select the option ISO 19005-1 compliant (PDF/A) (2)
  3. Click OK. (3)

 

 

Define the PDF document
 
 

 

Click on Publish

 

Publish a document in PDF format
Contacts
Web accessibility compliance coordinator
613-562-5800 (7452)
  • Accessibility help clinics
  • Needs assessments
  • Made-to-measure tools
  • Referrals
  • Other support
Computing and Communications Service
uOttawa computing assistance request form
Extension 6555
Accessibility training: Introduction
How to create an accessible campaign
How to interact with accessibility in mind
How to create accessible web content
Find an expert

Marie-Claude Gagnon, Web Accessibility Compliance Coordinator

613-562-5800 extension 7452
Marie-Claude.Gagnon@uOttawa.ca

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