Design For All PowerPoint 2007 How To Make Your

design for all: powerpoint 2007 how to make your powerpoints accessible ======================================= follow these

Design for All: PowerPoint 2007

How to make your PowerPoints accessible
=======================================
Follow these steps and your PowerPoints will be easier for everyone to
access, including partially sighted readers and people with Dyslexia.
Best practice is described and there is a check list on the back page
to use when creating PowerPoints.
For more information on designing accessible Print documents, PDFs and
Word documents see the ITS web pages at
www.bbk.ac.uk/its/services/dis_support/staff

Contents
========
How to make your PowerPoints accessible 1
Contents 2
Step 1. Slide creation – basic points 3
1.1 Use a slide layout from one of the Office Themes 3
1.2 Choose an easy to read Font Size and Font 4
1.3 Choose your colours carefully 4
1.4 Emphasising text 5
1. 5 Align text to the left and avoid justifying 5
Step 2: Handling Images, videos and multi-media 6
2.1 Locate images on their own or on the right hand side of text 6
2.2 Ensure the image or video is explained in the slide or in the
slide notes 6
2.3 Don’t insert text as an image, or put text over images 6
2.4 Make sure multi-media files can be located 7
Step 3: Slide Content 7
Step 4: Use the Notes field 7
Step 5: Using Hyperlinks 7
5.1 Linking within a PowerPoint 7
5.2 Linking to Documents 8
5.2.2 Linking externally 8
Step 6: Slide transitions and animations 9
6.1 Adding a sound to slide transitions 9
6.2 Adding animations 9
Check List 10
Step 1. Slide creation – basic points
=====================================
1.1 Use a slide layout from one of the Office Themes
----------------------------------------------------
PowerPoint offers a range of slide layouts called “Office Themes”.
When you start PowerPoint it opens with the “Title and Content” Office
Theme as the default (see below). This is accessible.

Using an “Office Themes” produces consistent heading sizes and allows
the presentation to be exported, retaining your text, and the headings
formatting. This makes it easier to navigate and use.
Choose any Office Themes that suits your content, but do NOT use
“Blank”.


1.2 Choose an easy to read Font Size and Font
---------------------------------------------
Ensure the text on your slides is accessible before your start writing
to save time editing later. This means choosing an accessible font and
font size.
*
Choose a font without serifs. Serifs are the little tails attached
to end of a character that confuse partially sighted readers by
disguising the shape of the character (Times New Roman is a serif
font – this is an example of Times New Roman – do not use this
font). The default font in PowerPoint 2007 is Calibri which is a
sans serif font which is easy to read.
Example:
*
This is Times New Roman, this is a serif font and is not easy to
read
*
This is Calibri, the default font for PowerPoint 2007. This is
easy to read
*
Use 24 point minimum, or your slides will not be accessible.
1.3 Choose your colours carefully
---------------------------------
*
Choose a good contrast between text and background to ensure the
text can be easily read. Avoid pale colours on coloured
backgrounds or colours which are indistinguishable by people with
colour blindness (e.g. red on green). Dark blue text on a cream
background is easy to read.
*
If the background colour is dark and the text colour is pale then
making the text bold can increase the depth of the text and make
it easier to read.
*
Try printing in greyscale, if the result is hard to read then the
chances are some people will find the coloured version hard to
read.
*
Text colours can vary from slide to slide, although consistency
can aid accessibility.
Example:
These are examples of pale colours on coloured backgrounds. These
colours are hard to read.
This would not be visible to someone with red/green colour blindness
(the most common)The text to the left would not be visible to someone
with red/green colour blindness
1.4 Emphasising text
--------------------
*
Avoid using all capitals, underline or italics for emphasis.
Capitals, underline and italics disguise the shape of the
character:
Examples
CAPS ARE HARD TO READ BECAUSE the text is all the same height – in
lower case some characters (g for example) have loops hanging below
the line of text, and some characters are raised above the line of
text (h for example) which help visually impaired people to recognise
words.
Underline because any tails below the line are hidden
italics because the characters run together.
*
Use bold or a change in font size for emphasis.
1. 5 Align text to the left and avoid justifying
------------------------------------------------
Use text justified to the left. This the PowerPoint default.
Example:
This text is justified to the left side and is easy to read because
the gap between words is constant, and each new line is easy to find
on the left hand margin (12 point).
This text is justified to the left and right hand side of the page so
that all of the characters and spaces are stretched to make neat
margins. This makes it difficult for a partially sighted person to
read (12 point).
This text is justified to the right margin and has a jagged left hand
margin. It is difficult for partially sighted people to read, because
they can’t easily find the beginning of the next line of text (12
point).
This text is centred. This is acceptable for headings, but is not easy
to read when used for paragraphs etc.
Step 2: Handling Images, videos and multi-media
===============================================
Images and videos are an import part of PowerPoint presentations. They
can:
*
add variety and interest
*
illustrate ideas and support learning
*
be helpful for learners with strong visual learning styles or
print related difficulties
2.1 Locate images on their own or on the right hand side of text
----------------------------------------------------------------

*
D on’t put illustrations, photos, tables etc in the middle
of text or to the left of text as some visually impaired readers
will not see text place to the right of an image. Position an
image on its own or to the right of the text, as in this example.

*
This illustrates how images, photos, tables etc placed in the
middle of text should not be used. Visually impaired readers may
not see the text to the right of the image. Text should not be
broken up by an image, table or photo.
2.2 Ensure the image or video is explained in the slide or in the
slide notes
-----------------------------------------------------------------
*
Do not use images/videos in isolation to convey information.
Describe the image, graph, table or video. Use the slide notes if
this requires a large amount of text, do not clutter the slide
itself.
2.3 Don’t insert text as an image, or put text over images
----------------------------------------------------------
*
Don’t put text over the top of an image, or make text an image, or
make it anything other than horizontal as this cannot be read by
blind or dyslexic students using screen readers.

2.4 Make sure multi-media files can be located
----------------------------------------------
*
Any videos or other multimedia content that you add to your
presentation will not automatically move with you presentation for
example if you decide to put your presentation onto the BLE or
e-mail it to a student. Put the multimedia files in a location
that the students can access before you create the links to it in
your presentation.
Step 3: Slide Content
=====================
*
Slides are used for a slide show, which is accompanied by dialogue
from the presenter. Keep the slide content concise and the use the
notes field (see below) to expand your ideas.
*
Use bullet points and lists where possible and ensure each point
finishes with punctuation e.g. a full stop (this makes a text
reader pause after each point).
*
Limit the content to the amount you could fit on a post card.
*
Use the minimum 24 point font size and this will limit the amount
you can fit onto each slide.
Step 4: Use the Notes field
===========================
The notes field can be viewed by students accessing the PowerPoint
online either before or after the lecture. It can be used for the
following:
*
To expand and clarify content. This can help students who need to
read PowerPoints online in advance of a lecture, or who have
difficulty taking notes during lectures.
*
To provide additional examples and explanation without over
crowding the slide.
*
To describe any visual content on a slide that cannot be seen by a
visually impaired person. Use the notes to explain/describe a
graph or diagram, but don’t describe “eye candy” that doesn’t
impart meaning.
Step 5: Using Hyperlinks
========================
Links can be created from a word or words, or from an image in your
presentation. The links can be to resources outside the current
PowerPoint presentation e.g. to web pages or Word documents, or they
can link internally to another page in the current PowerPoint.
5.1 Linking within a PowerPoint
-------------------------------
PowerPoint is normally linear, with the presenter starting with the
first slide and finishing on the last slide. People reading your
presentation online may find moving quickly between different sections
of the presentation can be more productive than the linear approach.
Good navigation within a PowerPoint can:
*
Stop the learner losing interest before they get to the section
they are interested in.
*
Allow the learner to easily find and re-read sections e.g. for
revision
*
Reduce scrolling
*
Break the presentation into coherent sections which aids
understanding of the content

Links to slides at the start of new sections within the PowerPoint
presentation.
5.2 Linking to Documents
------------------------
5.2.1 Document Location
Linking to documents gives the learner access to more information
without over crowding the PowerPoint presentation. Students with
disabilities will need to see PowerPoints in advance of any lecture.
This is commonly done by putting them onto the BLE or by e-mailing
them to the student. The only way to ensure that the hyperlinks to the
documents will work online is to put the documents into a location
that the student can access online before you create the hyperlink in
your presentation.
Do not hyperlink to documents located on your own computer because the
links will not work for the students.
5.2.2 Linking externally
------------------------
Linking to external web pages can be very helpful for students. As web
pages are external and independent of the PowerPoint they will work in
all locations. It can be helpful to give an indication about the page
content e.g. “page containing illustrations and diagrams of the eye”.
Step 6: Slide transitions and animations
========================================
6.1 Adding a sound to slide transitions
---------------------------------------
It can be helpful for blind or visually impaired students if a sound
is added that indicates the movement from one slide to the next. This
is done in the slide Transitions tab. The sound will indicate that the
lecturer has moved to the next slide.
6.2 Adding animations
---------------------
Animations enable the text on a slide to appear one bullet point at a
time. This can be helpful to both dyslexic and visually impaired
students as it reduces the amount of text being viewed at one time and
focuses attention on the point being discussed.
Animations are added using the Animation tab. “Appear” can be better
for visually impaired students than the options that involve more
movement on the screen e.g. “fly in”.
Barbara Denton
Assistive Technology Support, IT Services
Tel 0207 079 0717
[email protected]
Check List
==========
Check?
Done
Use an Office Theme for slide layout
Font size 24 point or greater
Font style without serif e.g. Arial or Calibri
Good colour contrast
No large blocks of all capital letters, underline or italics
Text is left aligned
Images/tables/graphs are on their own on the slide or are to the right
of text
Images/videos/graphs are explained in the slide notes
No text over images or patterned backgrounds
Multimedia files are located where the students can get to them
Slide content: concise slide content that would fit on a post card
Slide content: bullet points with full stops used where relevant
Notes field used to expand content/provide additional
examples/describe images and diagrams
Internal hyperlinks used where relevant to aid navigation
External hyperlinks to docs/files and videos point to a web location
where the student can access them
Sound added to slide transitions for students with visual impairments
Animations added to make text points appear one at a time (but use
“appear”) if desired
Barbara Denton, IT Services, Oct 2011 Page 10