MS Office Accessibility - PowerPoint and Word
Techniques for Word and PowerPoint:
- Add alternate text (alt text) to images and objects, this includes SmartArt graphics
- Hyperlink text should be easy to understand
- Edit the hyperlink so that it contains a title for the link along with the link's location.
- Consider including the link for those who are viewing a printed version of the document
- Follow the textbook example when including charts/graphs: describe the concept/reason for the image along with displaying the image
- Microsoft Office 2010 and later include an “Accessibility Checker” under the File Menu -> “Check for Issues” button, choose “Check Accessibility”
Microsoft PowerPoint is used by many individuals to highlight key points during a class lecture or a presentation. Since slides are often posted on a website or linked from other documents to be used as handouts, it is essential to make PowerPoint slides accessible.
Watch a 5 minute video describing how to create an accessible Power Point presentation.
- Use of the PowerPoint slide layout templates is the most significant thing you can do to ensure your content is accessible
- Don’t use Textboxes: Presentation designers often use “Insert Textbox” to create a unique slide layout. This process makes the content contained in the textbox inaccessible to many users.
- Title all slides with a unique name
- If a specific slide layout is desired, use the Slide Master Tool to edit slide layout.
- Videos: Open caption any videos you insert into your slides (DRC is available for assistance; firstname.lastname@example.org)
- Handouts: Think about extracting the text and creating an outline of your presentation rather than printing the slides (it saves paper!)
A note about PowerPoint for Mac: 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.