NOTE: Remember that the same standards of WCAG 2.0 that have been discussed previously about text and images apply to all electronic document types. This sets a baseline for accessibility that will be developed upon further for each document type.

Also, remember that there are many variables involved in making a document accessible, regardless of its format. This module is designed to give a general understanding of the principles guiding electronic document accessibility. Resources are provided that go into far greater depth if desired.

PowerPoint Accessibility

PowerPoint is a very common tool in education, but it presents unique challenges for accessibility due to its multimedia functionality. Remember that PowerPoint was not designed to create electronic documents for sharing on the web--it was designed to create visual presentations, typically on a projection screen. However, its flexibility, familiarity, and ease of use attract teachers and students alike. If using PowerPoint presentations as electronic media, be aware that its native accessibility is very limited.

Slide Layouts

Every version of PowerPoint since at least 2000 contains a series of highly-accessible slide layouts. PowerPoint is designed to encourage the use of these slide layouts, especially in newer versions. Using these templates correctly will ensure that your files have correctly-structured headings and lists, proper reading order, etc. The correct use of slide layouts is probably the most significant thing you can do to ensure that your content is accessible.

Other Principles

Ensure that font size is sufficient. If your presentation will be viewed on a projector, font size may need to be even larger.
Provide sufficient contrast. If your presentation will be viewed on a projector, sometimes the contrast needs to be even more pronounced.
Do not use color as the only way to convey meaning.
Avoid automatic slide transitions.
Use simple slide transitions when possible. Complex transitions can be distracting.
Check reading order of text boxes that are not part of the native slide layout. They are usually the last thing read by a screen reader.
If your slides contain animations, ensure that they are brief and do not distract from the most important content on the page.
The same principles discussed in previous sections--font selection, ALT tags, treatment of hyperlinks, tables--apply also to PowerPoint presentations.

Outlines and Notes Panels

PowerPoint contains two panels that can sometimes be used to enhance accessibility: the outline panel and the notes panel.

The outline panel contains a text outline of the content that appears in your slides. Reviewing this panel can help ensure the content on the slides is logically sequenced, that slide titles are unique and meaningful and that reading order is appropriate. The text in this panel may also be a good starting place for handouts or HTML alternatives to slides. Alternative text for image and text boxes that are not part of the default layout will not be included in the outline view.

The notes panel allows the speaker to add notes and information that will not appear on the slides. It can be used to add additional information to printed handouts as well. Placing image or chart descriptions only in this area is not reliable and should be avoided. This information may not be accessed by a screen reader, especially if the presentation is saved to PDF or some other format. If content is placed into the notes area, keep in mind that when converting to PDF you should select a format that includes notes (like notes page) or make that information available as a second document.

Accessibility Checker

NOTE: All versions of PowerPoint for Mac through 2008 have serious accessibility limitations. For example, you cannot give images appropriate alternative text or export the presentation as an accessible PDF file.

Beginning in 2010, PowerPoint for Windows includes an accessibility checker similar to Word that allows you to check your presentation for accessibility problems. The accessibility checker makes it much easier to identify and repair accessibility issues. The checker presents accessibility errors (e.g., images with no alternative text), warnings (e.g., unclear link text) and tips (e.g., slide reading order). Feedback about the importance of each item, as well as tips on how to repair it, are included. Selecting an item in the report will select the corresponding item in the file.

(Source: WebAIM PowerPoint Accessibility)

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