This resource is designed to help you provide your students with accessible Microsoft PowerPoint presentations. The table below provides recommendations and links to appropriate guidance materials. Please note that the points raised here encompass both the values and ethos of the Universal design for Learning and the requirements of Accessibility legislation (Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018) relating to resources made available via websites, including the Blackboard VLE.
Microsoft provides a mechanism for checking the accessibility of documents in PowerPoint and a full description of the method for running this check is provided at the end of the table below.
|What to think about||What to do|
|Font||Use a sans serif fonts, such as Arial, Helvetica, Calibri and Tahoma.|
|Font size||For presentations try to keep the font size at 22 or above.|
|Filename||Make the File name for the presentation descriptive of the content.|
|Headings||Use the styles and heading tools (these can be set in the Slide Master).
Ensure that any labels are descriptive and clearly stated.
|Structure||The templates and designs provided by Microsoft in PowerPoint are approved for use by screen readers and a range of accessibility devices.
Give every slide a unique title.
Align left wherever possible and avoid using justified text.
Ensure that the intended slide reading order can be easily identified.
Avoid text wrapping images – put images in line with text.
Avoid adding text over images.
Avoid crowded text and images.
Avoid large amounts of text on a single slide.
Add spaces around headings
Avoid using multiple columns of text.
Avoid too many animations and animations that strobe or move rapidly.
|Images, diagrams, charts, SmartArt, graphics and embedded video||Use ALT text to provide a clear description of any type of non-text object added.
Describe the content and purpose of the object.
Decorative images do not need explanatory ALT text but it does need to indicate that the image is decorative.
A more detailed image description may be required in the body of the text where specific details and ideas are to be conveyed.
Avoid using visual characteristics alone to convey information.
Avoid including images of text.
Avoid using any content that flashes or flickers.
|Colours||Pastel colours are best for backgrounds.
Avoid using textured background styles.
Avoid communicating ideas with colour alone.
Avoid using green and red / pink wherever possible.
|Colour contrast||Ensure that there is a high contrast between the text and its background. This can be checked using the Microsoft accessibility checker – see below.
Avoid combining colours of a similar tone, such as dark blue and black.
If you know that a presentation is to be delivered in a dark room it can be helpful if a dark background and light text are used.
|Links||Use meaningful text and descriptions for hyperlinks.
ScreenTips can be employed to provide additional hyperlink information. (Screen Tips are added via the hyperlink set-up window).
Avoid using a full url in the body of the text.
|Tables||Use a simple table structure.
Include clear column and row headings.
Avoid split and merged cells.
Avoid blank rows and columns
Assessing the accessibility of a PowerPoint presentation.
1) Select the ‘File’ tab in the upper left hand corner
2) Click the ‘Check for Issues’ button
3) Select ‘Check accessibility’
4) A separate panel will appear on the right hand side of the screen that gives information about any accessibility issues with your document and suggestions about the way to fix them.