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hello good afternoon this is donna samia with the online learning department at niagara county community college um today's presentation is how to make powerpoint presentations compliant if you have any questions about this or any other of our recordings you can email us at onlinelearning at niagara cc.suny.edu you can also visit our blog at nccc onlinelearning.com okay so we're going to go ahead and get started okay in microsoft products powerpoint excel word they all have an accessibility checker so when you create your powerpoints it's always a good idea that when you're all done go through the accessibility checker which is through the file and you're already going to be on the info tab and you can hit check for issues and then check accessibility as it shows in this diagram there's also a video on how to use this and maybe make some updates okay through this presentation i'm going to tell you what to look for what things need to be um made accessible in a lot of cases and um and how to run the checker and everything else so there's going to be a whole bunch of resources at the end that you can use to help you with this okay so the big thing is when you're done with your powerpoint run the successful accessibility checker all right some of the big things when you're looking at text on a page a lot of times powerpoints have a lot of text a lot of images charts diagrams things like that your tax size should be a minimum of 16 points um it's always a good idea if you're going to be doing this in an auditorium or in a classroom you should always test it out and make sure that what you have set up is going to be viewable from the back row in whatever form that you're going to be using for your presentations so you know 16 points could be your starting point but you want to test it out and and see in the form that you're going to show it okay you should use sans serif fonts okay um serif fonts some are okay uh times new roman is one of them but they have found that sometimes um some students will have a problem reading like times new roman that has the tags on the ends so it's best to keep your fonts very um squared off you know a lot not a lot of detail and stay away from anything that's real funky like comic sans okay um using colors and accents um don't use red and green on the same page because colorblind students cannot distinguish between these colors avoid using blue text this is often used for links so often students will try and click on it assuming it's a link so it's best to stay away from blue avoid underlying for the same reason a lot of times if a student sees something that's underlined they assume it's a link so when they click on it nothing happens they're going to think that it's a broken link okay um avoid using color to accent text for an example if you are going to make all your headings blue okay let's say blue or red or something like that or green or something like that will it have the same meaning if a student can't distinguish the colors will it have the same meaning if it's printed out in black and white okay so if you're accenting text they actually recommend that you use color and you make it bold as well or you use like the future of accenting text so this way a screen reader will let the person know if it's being read to them that it is accented text okay um so you know kind of keep that in mind the best thing to do is print it out in black and white and see if the accent's text is still accented with the color removed okay um outline view should be um make sense to somebody a lot of times they can print out outline view um i've actually worked with the accessibility office and they had a student that needed to just have the text from the slides and i had them use the outline view to just print out the text it's going to be very limited if you have a lot of graphs on your pages it will not print this okay so kind of keep that in mind if maybe if you have a student that's the only option that they have to view your power points is in the outline view okay i would take a look at it and see if it makes any sense to you without all your extra images and stuff okay um all your slides in your presentation have to have a unique title okay so if you have two slides that have the exact same title um screen readers will allow students to browse through your slides by the titles so if you have two with the same titles they are not going to know what's going to be on that slide okay so it's very important to make sure that your the title of your slide is actually unique okay um and actually since i'm in powerpoint let's go if i go to view we had mentioned the outline view if you go to outline view this is what it would print out as what you see on the left hand side so none of the graphics and pictures would be would show up in the outline view okay all right um layouts you should always use layouts that are already predefined in powerpoint so if you go in and if you look at the layout tab underneath home these are the layouts of the patterns that you can use okay what they've tried to do is set up basically blocks of area on the slides to put in text to put in charts graphs tables things like that titles only what you should not start off with is a blank slide for the presentation and then build it manually it makes it very hard for the screen readers and for the reader that's reading the slide to a student that's having a screen reader read to them okay so um you know if you're going to have text in a chart and a picture make sure you use the either the comparison option or you would use the two content areas so one box would be for text and one box would be for the image and then the box across the top would be for the title okay so it's important to make sure you use the layouts all right um images and hyperlinks all um images must have alt text on them okay and i can go back to a slide so you can show that to you urls hyperlinks should actually be written out in regular language so i have an example here here's the college website okay and this is written out showing the url the problem with this is a student that's having a screen reader read to them it would actually read it character by character okay this is what would be recommended where you actually type out the text that would identify what the link is taking them to and again you can see the blue you can see the underline so this is recommended the only time that you would actually want to use the actual url is if you're going to print it out and that is the format that you're giving it to students okay this way they could actually type in what it is but if it's an electronic version it should be in this format where it actually tells them where they're going to go and it's all set up okay if you do have to go out and grab a url that's very long it is best to convert it to a shorter url by using tinyurl or bitly i prefer tinyurl because it's not uppercase and lowercase specific bitlys will actually uppercase and lowercase letters throughout the shortened url and they actually have to type it in that way so i prefer the option for tinyurl and i'm going to share this presentation with you so you can use the links to go to these websites and try them out basically all you have to do is go to a website you want to shorten you copy and paste the url go to tiny url you paste it in and tell it to shorten it and it will give you a shortened url to work with okay so um that's you know a good thing to have also let me go back i'm going to go back to an image here all images if i right click on it there's an option to format the picture up at the top there's four buttons if i go to the size and properties there's an option in there for alt text so if you go into alt text you would describe what that picture was of so if it was a chart if it was a graph you would want to go in and add this alt text to that image okay so anything that you're just getting an image for that particular item you've got to have alt text to go with it okay all right and here's the instructions you right click on the image go to format picture size and properties and alt text so you can see how it's it's laid out okay tables tables in powerpoint automatically assign the first row as a header row okay some things to watch out for tables is the first row has to be a header row so it has to have some kind of heading so a screen reader can tell the person on what the main columns are you do need to have alt text for a chart to let them know how is the chart broken down you know what is in the first column one is in the second column things like that um don't put a title in the first row like a single title use the title at the top of the slide to label the whole table okay a lot of times people would like merge the first row together and make one big row out of it and then put the title in there and that messes up the way that it's going to read the table to them so it's always a good idea to you know just put individual headings in the columns here and put the title that you want to describe the whole table at the top in the title box okay um so stay away from merging and splitting cells within inside of a table um make sure your table styles are easy to read so if i went in and started putting in um titles in here you can see that's kind of hard to read so you might go in and say okay i like the color of the table the background but maybe black lettering would work better and it would stand out a little bit easier okay so you want to make sure that the contrast in your information shows up well um another area where you can see the contrast difference is let me go back to a title i have this one here that's kind of an orange if you look at the heading that's orange in here and compare that to the bright yellow you can see that the contrast is much better on the bright yellow okay so you know kind of keep that in mind when you're looking at your your colors and stuff within your tables and on your slides as well avoid leaving blank cells because the screen reader can stop reading if there's blank cells within your your table don't use rows to separate you know like blank rows to separate it if you want to separate information it's better to change your row height and make the row deeper okay and that would separate your information is going to be in your next row below it okay so don't skip rows when you're when you're building your table okay tables also require alt text to define them all right so i'm going to go back to the actual table so if i click inside the table if i right click on the edge of the table it's going to have format shape just like it did with the picture and there is a size and properties in here and then they have alt text so i can go in and put a title in for the chart and then describe what's in each one of my columns in the description okay so i want to make sure that i do that in each one of my tables all right so there's the instructions on how to do that um if you embed a video the video needs to be captioned okay so make sure you use if you pull something from youtube that video should be should have hopefully as correct closed caption as possible course or anywhere you know that it has the closed captions and they're already set up okay if you're going to do anything that requires audio inside your presentation you want to make sure you have a transcript that describes what's being said so if you have a student that is hearing impaired they can actually read the transcript and see what's being said in the audio and that's the same reason why you would have closed captions in a video okay um videos actually in a powerpoint should not be automatic unless you're doing a full video of the whole presentation and you're recording it and they can start and stop it um you want to set your videos if you're going to give them the presentation to watch you want to set the video so that they have to click on the videos to be able to run them okay like i said unless you have timings and everything and you're actually going to record the whole presentation and create a video from the whole thing in that case yes you would want to have the videos run on there on their own okay [Music] um back best practices for file formats for powerpoints you should have um a pdf version of the powerpoint okay this way the students don't require extra software to be able to look at it okay now because of that you're not going to have it actually being able to run the actual presentation so keep that in mind but at least they can go through it on their own and read the slides okay um it is actually better if you can narrate the powerpoint yourself and export that narrated powerpoint as an mpf file okay and that mp4 file and that mp4 file can be uploaded to youtube or ensembl and it can be closed captioned using that tool okay so um you know that's actually a better option for your students in this way they you know they hear your voice they make the connection with you you can explain things because normally in a powerpoint you wouldn't have everything on the slides you would explain deeper about the information that they're seeing so um you know it would be a better practice to actually create an mp4 file okay and it's real simple to do it you would actually go in and create under slideshow if you do record slideshow it will let you go through and record your narration to the slides and what it's going to do is it sets the recording for each slide and it sets the timing as you're going through and doing this for each slide then when you're all done and you end the show it will create the whole slideshow using those timings and their narration and one advantage of doing it through this is if you get through and you say all that one slide i messed up you can actually go back and record re-record just the recording for that one slide okay so you don't have to go back through into the whole presentation so if you do the narrated the narration you do the timings you get it all set up obviously you can save it that way but then what you would do is you would go to file and go to export and there's an option of create video you would leave all the defaults of all the timings that you've set up with the narration and you just hit create video and when you do that it will automatically create the mp4 file that can be uploaded into youtube okay and with youtube it's going to be closed captioned because it's going to create those for you this way your students can start and stop it they can hear your voice they can watch the videos that are in there within the presentation so it's it's a nice option to be able to give them all right so you can still give them the powerpoint file if you want them to run the powerpoint but it's highly recommended to give them a pdf or um upload an mp4 file and you can embed that in your courses okay now so all right just to review font size of 16 or higher you want to use the sans serif fonts which do not have the tags on the end all items that are non-text must have alt text with them whether it be a table a picture a graph a diagram should have alt text okay the best resources to give them are the best files to give them is an um a pdf file of the powerpoint and or you know do a narrated powerpoint and upload that to youtube and have it um create the closed captions for it makes a lot easier for the students they're all watching youtube videos so they shouldn't have a problem going in and watching your powerpoint okay on this last side that i'm going to share with everybody um we have our online learning faculty support center we have an accessibility website which has the information on how to make a lot of content accessible there's a website in here for webaim to be able to go in and they have a section on it for making powerpoints accessible so it can dig deeper there's support for microsoft that can help you and how to turn your presentation into a video we have a website for you to use for that as well okay now i did not make this powerpoint ada compliant so if i go to file check for issues and check accessibility it's going to tell me a bunch of errors that are occurring in here so it's telling me that i do not have alt text on this slide so if i click on it it's going to jump t that side and it's going to select that item so i can see that that table does not have alt text associated with it so i can i could go actually go in and i could fix this as soon as i fix it it would remove it from the list so i can click on each one of the problem areas and it will jump to that information okay so it doesn't like i must have put alt text on my hyperlinks a hyperlink is a little bit different to do your alt text on it if i right click on this and edit the hyperlink what to do the alt text is the screen to tip so i can put in here um online learning okay now it's staying in there because it's having a problem with all these other urls that are a problem in there okay so if i fixed all these it would eliminate this from my errors list okay reading orders sometimes you can't change reading orders basically what you do with reading orders if i go into um home and if i go to arrange and then if i go to selection pane let me close these other one up okay this doesn't reverse order so the title would be read first the picture the um alt text from the picture would be red and then the text box at the bottom would be red okay um it's a little weird that it's from reverse order from first to last here but this reading order is okay so i would just ignore that warning when i um work with my accessibility checker okay so those are all the main things that you have to worry about when you are making a powerpoint accessible and the big thing is run that accessibility checker okay and like i said here are resources and i'm going to share these this powerpoint with everybody so that they can go in and view these resources so at this point since i only have one person on the call catherine do you have any questions about uh you know content that you might have in in the powerpoints that i did not mention i'm working on two computers and it's giving me complications no actually the alt text is what i really needed i think a lot of the things i already do okay alt text and i have to practice the saving narration i haven't done it yet and i'm sure i'll be going back to all of these um i will start start using these and then contact you donna i do have one typo for you oh what you see um on slide four okay on the last line it's there it should be t-h-e-i-r their meaning instead of e-r-e that is that right yeah okay all right i'm gonna go ahead and stop the recording oh sorry that's okay hey i'm not perfect