Presenter’s Toolkit

This page is still in development. We hope you will continue to check back as additional content is added.

Common Problems with Slide Decks

  1. Too much text on slide
  2. Alt text missing or inadequate
  3. Text forced to fit on slide (crammed together)
  4. Alt text too lengthy or interpretive
  5. Alt text fails to capture relationships of that go together, and thus does not provide equivalent access.

MS PowerPoint Accessibility

While there are a variety of tools for creating slide decks, MS PowerPoint offers more options for creating accessible slide decks than other tools. Here are the main considerations for creating an accessible presentation.

  • Choose slide design with good contrast.
  • Use unique headings for each slide.
  • Use 24-point fonts or greater. Avoid using thin or overly decorative fonts.
  • Choose the slide layout that best matches your content. Don't start with a blank slide and add text boxes.
  • Add alt text for all images.
  • Provide text-based, meaningful links, instead of just pasting a URL or using language such as "click here".
  • Perform accessibility checks:
    • Make sure all of the text in your slides is visible in the “outline view.”
    • Run the native accessibility checker in MS PowerPoint and correct errors.

The resources below will walk you through these and other steps so that you can create an accessible slide presentation.


Alternative text is a text substitute for an image, chart or other visual element. Without it, a person using a screen reader to access your digital content will just hear "graphic".
Alt text should:
  • Accurately and concisely describe the image.
  • Not be redundant to other text on the page.
  • Not include phrases like “image of” or “picture of”.

Text that is in an image should also be included in alt text. There is no need to add alt text if your image is purely decorative.

How to Add Alt Text

  • Right click on the image.
  • Choose Edit Alt Text.
  • Write the description in the box that appears to the right of the document.
  • If the image is purely decorative, check the box that is labeled "Mark as decorative."

Adding Alt Text for More Complex Images

For charts and graphs, make sure to select the outside edge when adding alt text. You can either place the full description of the chart in the alt text or include a brief description and summarize the data in the slide content. The second option is recommended. The screenshot below provides an example of how you might do this.

Pie chart of web accessibility assessment results. Data provided on slide.

Alt text: Pie chart of web accessibility assessment results. Data provided on slide.

Tip: Once a chart or graph is created, consider creating a screen shot of it and including that as your image. It is much easier to work with on your slide.

Resources: Writing Alt Text


 

Creating text-based links instead of pasting URLs makes the link more accessible for everyone and more attractive as well. To create your link:

  • Write the text that describes where the link will take the user.
  • Be specific. Don't use vague text like "link" or "click here".
  • Highlight the text and right click on it.
  • Select Hyperlink or Link from the dropdown menu.
  • Paste in the URL into the address field.
  • Select OK.

These tips will help you determine how to share your links in your slide deck.

Resources: Creating Meaningful Links


There are a couple of checks you can do to help determine if your slide deck is accessible: Checking the content in outline view and running the accessibility checker.

Checking Outline View

  • Choose View, then Outline View
  • Check to see if all of the text is there in the left-hand panel
  • If many of those are blank, even though there is text on your slide, you will need to change your slide layout to more closely fit your slide content.

Using the Accessibility Checker

  • Select Review Ribbon
  • Select Accessibility Checker
  • A panel opens to the right and will show you the errors you need to check.
  • Work your way through the errors to improve accessibility.

A Warning About Reading Order

  • Incorrect reading order is a common error.
  • It requires a manual check using selection panel.
  • Reading order on selection panel goes from bottom to top! Don't move your content from top to bottom or your slides will read backwards.

Sharing course content in MS Word is common and can be simple and effective. As you your documents, make sure you are taking accessibility into account.

Creating Accessible MS Word Documents

Be sure do the following:

  1. Use headings to structure the document.
  2. Add alternative text to images.
  3. Create links by using meaningful text descriptions.
  4. Avoid the use of SmartArt.
  5. Avoid adding text boxes.
  6. Avoid putting important information in headers or footers.
  7. Make sure your tables are accessible.
  8. Run the accessibility checker to check the document.

The tutorials provided below will take you through the process of implementing these suggestions.


Creating Accessible PDF Documents

PDFs can provide an accessible way to provide content. If not created correctly, though, they can be totally inaccessible to people who use screen readers.

Here are a few tips to get you started:

  1. Start with an accessible source document. By following the previous suggestions for creating an accessible MS Word document, you are on your way to creating an accessible PDF.
  2. Save the MS Word document to PDF by choosing, Save as PDF rather than printing to PDF.
  3. Simple documents should convert pretty well from MS Word to PDF. More complex documents may need to be checked for accessibility and even remediated for accessibility.
  4. If you have a Professional version of Adobe Acrobat, you can run an accessibility check.
  5. You may also want to check with the disability resource office on your campus to see who might be able to assist with making sure your PDF documents are accessible.

If you are using PDFs that were created by someone else, check to make sure they are accessible.

  1. Can you highlight the text on the page? If not, it may be an image of the text instead of real text.
  2. Older PDFs created by scanning an article are often purely an image.
  3. Work with someone on your campus to determine the best approach to making these documents accessible.

Video content can be much more engaging than more static content, making your presentation more engaging. At the same time, if access is not considered, video content can present barriers for many participants. So what needs to be considered to make sure video content is accessible?

  1. The video will need to be captioned.
  2. The visual content will need to be described.

Using Captioned Videos

When choosing a video that has been created by someone else, make sure it is captioned. Automatic captions do not provide equal access. You can learn more about why this is the case by reading Automation Is Not Equal Access. See the next section for more details on choosing captioned videos and captioning your own videos.

Audio Description

Audio description refers to providing information about the visual aspects of a video to someone who is blind or who has low vision. Audio description can be provided as part of the general narration or can be added after the fact. If the video is simply a recording of you providing a lecture, then there would be little need for audio description. If you are also showing slides, you'll want to describe what is in the slides. See more details about creating audio descriptions in Sharing Accessible Videos - Audio Description.


Choosing Captioned Videos

When choosing a video that has been created by someone else, make sure it is captioned. As mentioned above, automatic captions do not provide equal access. Transcription created by artificial intelligence often has many inaccuracies. Even when it is fairly accurate, it usually lacks accurate punctuation and capitalization, making it very difficult to follow. Below are some suggestions for determining if videos are truly captioned and searching for videos that are.

Checking a Video for Captions

To check to see if a video is truly captioned, click on the “CC” button at the bottom of the video. Immediately you will see this information displayed in the top left corner of the video.

In this first image, we see the text that displays when only an auto-generated transcript is available in the top left corner.

Video of woman standing with the text English (auto-generated) click for settings in top left hand corner

In this second image, the text that appears when a video has actual captions is shown. Even when you see this, it is a good idea to check for accuracy before sharing the video.

video of woman signing with the text English captions click for settings in top left corner

Finding Captioned Videos

If you are searching for video content to share with your students, you can narrow your YouTube search to just those videos that are captioned. Simply go to youtube.com and enter the topic you want to search for. After you select the search button, you will see a button appear labeled Filter. Select that button and open up the options. Then, under Features select Subtitles/CC. This will bring up only those videos that have a caption file uploaded.

Again, make sure to check for accuracy before sharing the video.

Captioning Videos You Do Not Own

If there is a video you want to use that you do not own and discover it is not captioned (or not captioned well), one option is to use the 3Play Media Plugin. This plugin allows you to select a YouTube video, add the captions, and then share a link to the video that has the captions overlaid over the original video.

Captioning Your Own Videos

If you have created your own video, you will need to caption it or have it captioned.  If funds are available, there are also companies that you can contact to outsource this.

If you plan to add your own, assuming your video is housed on YouTube, you can approach this a few different ways.

  1. Create a transcript of all of the video content, upload that to YouTube and allow YouTube to sync the transcript with the video.
  2. Upload your video to YouTube and allow it to create an automatic transcript for you, then go in and edit the transcript by making corrections and adding capitalization, punctuation, and identifying speakers.
  3. Create a transcript and use a tool that allows you to add timings to your transcript. Upload the caption file to YouTube.

The resources below provide you with guidance for captioning your videos. Online captioning resources are also provided.


As stated in a previous section, the term audio description refers to providing information about the visual aspects of a video to someone who is blind or who has low vision. Videos vary in terms of how much visual information they provide and how much description is needed. The following will help you consider what aspects of a video need additional audio description.

  • Are there sections of the video that provide content in text only (i.e. credits, section titles, statistics, etc.)?
  • Are the names and/or titles of speakers listed under the speaker?
  • Are there presentation slides that are being shared that are not spoken by the narrator?
  • Are there other visuals that add to the content of the video?
  • Is something being demonstrated in the video?

All such content will need to be described in order for the video to be accessible. Good audio descriptions simply state in words what a blind person would miss visually. The resources below will assist you in creating good audio descriptions.


Amplifications helps participants attend better and avoid fatigue. In some instances, the amplification system may be connected to an FM loop system and people with hearing aids may rely on sound coming through that system. If there is a microphone available, make sure to use it. Avoid asking the audience if you need to use it or not. This puts those who are hard of hearing in an awkward situation as the majority may say that it is not needed. Make sure that sound coming through the computer or speakers is also routed though the sound system by placing the mic near the speakers. If someone in the audience provides you with a personal assistive listening device (ALD), make sure to us it with care. Be careful not to bump it or take it on and off while the mic is turned on. If you leave the room during a break, turn the mic/transmitter off.

Resources

Our thanks to Increasing Capabilities Access Network (iCAN), a program of Arkansas Rehabilitation Services, for providing funding for this toolkit.