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How to Make Your PowerPoint Accessible for Everyone (Desktop Mac)

Updated

Best practices is to use sans-serif fonts, rather than serif or decorative fonts. Sans serif do not have the decorative lines. The fonts would include Arial, Calibri, Century Gothic, Tahoma, and Verdana. The font size should be 24 pt font for the body text. The font could be larger depending on the audience or page layout.

How to Run the Accessibility Checker in PowerPoint

  1. Select "review" button.
  2. Select "check accessibility" button.
The home ribbon.

Some of the most common issues that will come out of the accessibility checker would include:

  1. Not having alt. text on the images in the Power Point
  2. Having graphs that are not formatted correctly or not having alt. text with them as well
The results from the accessibility checker.

If any of these happen there are articles that can help Power Point

There are also tips and hints that come along to fix the issues that were found in the Power Point.

The ways that Alt. Text missing can be fixed for users.

Following this article will take you step by step on how to run the accessibility checker, and also more in-depth information on it: How to Use Accessibility Checker in PowerPoint (Desktop Mac)

How to Add Alternative Text (Alt. Text) to Images in the PowerPoint

Right click on the image.

The menu from right clicking on the image.

Select "Edit Alt. Text ..."

Same photo as above but with emphsis on "edit alt text... ."
  1. Type in what the photo is of. For this example of the logo, you could put "Southern New Hampshire University logo."
  2. If it is decorative, you can select the box. For this one it could be marked as decorative due to possible no relevance to the Power Point depending on what it is on.
The box to input the alt. text for the image and also at the bottom a box for making it decorative.

For more information on Alt. text you can go to How to Use Accessibility Checker in PowerPoint (Desktop Mac). There is also another article about alt. text and you can go here to find it How to create Alternative Text.

How to Change the Reading Order of the PowerPoint

From the Home ribbon select "Arrange" then select "Selection Pane"

The home ribbon with the drop-down menu of the "Arrange."

From here you will want to drag around what you want to read to users first. This should follow along how you would present this.

For the screen reader to properly speak the slide to the user the options need to go from bottom to top. The first item you would present should be at the bottom of the selection pane pop-out window. In the following example the screen reader would read the text in picture 13, text placeholder 8, and finally title 7.

The selection pane with the current order of being read to users.

For more information on how to change the reading order you can go to How to Change the Reading Order for PowerPoint (Desktop Mac).

Run Images That Colors can be Changed Through Color Checker

With how in depth, it goes into using color checkers you can find all the information in the next two articles:

How to Check Color Contrast with A11Y

Please note this will only work on Google Chrome.

How to Check Color Contrast with Colour Contrast Analyser (CCA) (Desktop Mac)

Please note this will require you to download an application to your desktop.

Adding Accessible Properties to Your PowerPoint

It would be best to check out the article on this which explains why it is important and how to complete this How to Add Accessibility Properties to PowerPoint (Desktop Mac)

How to Add Subtitles to Your Presentation

Select the "Slide Show" ribbon.

Microsoft home ribbon.

Select the box next to "Always use Subtitles."

"Always use subtitles" selected.

For more information on adding subtitles to your presentation you can go to How to Turn on Subtitles for PowerPoint (Desktop Mac)

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