Powerpoint is a big part of my life as a college student, and i always appreciate when people create presentations with accessibility guidelines in mind. In this course, chad chelius explains why accessibility is important and what features an accessible pdf should include, and shows how to streamline the process of creating accessible pdfs using word. Users of powerpoint for mac should be cautioned that exporting to pdf will not yield an accessible, tagged pdf document, it must be remediated using. Using slide layouts provided within powerpoint will ensure files have correctly structured headings and lists, and proper reading order. Take a few moments to get acquainted with these steps to ensure that forms you create are fully accessible to. Visual impairment powerpoint presentation including limited vision powerpoint is an inherently visual app, but that doesnt mean that we can forget about the visually impaired. Create an accessible document using microsoft powerpoint. Creating accessible video from a powerpoint slide presentation the instructions below outline the process and preparations to create an accessible video file from your powerpoint slide presentation. Accessible powerpoint office 2019 pdf templates and themes. The first step in creating an accessible pdf from microsoft word is to ensure that the original word document is accessible. Save powerpoint presentations as pdf files office support.
If your presentation has tables or decorative images, and you know how to add accessibility information in adobe acrobat, your pdf file could even be made more accessible than the original powerpoint file. Create and verify pdf file accessibility acrobat pro as with any written documentation, pdf files that will be published to our web pages must first be made accessible. How to create accessible microsoft powerpoint presentations. Fortunately, powerpoint has built in good accessibility features, making it relatively simple to create accessible documents. It is often used to organize thoughts for a meeting or lesson, to present key points in a. Combining tagged and untagged pdfs results in a partially tagged pdf that isnt accessible to people with disabilities. Check each of the following topics to create an accessible powerpoint using office 365. If so, share your ppt presentation slides online with. Click create pdf xps document, then click create pdf xps.
Make accessible powerpoint presentations it is essential to embed certain formatting and structure within apowerpoint presentation so that assistive technology can follow the structure clearly and provide the information in a logical order to the disabled user. What are the different tools and you have, that you can check for accessibility in powerpoint. Lets talk about two visual disabilities that we can accommodate in powerpoint and the best features to make our content accessible. To create accessible microsoft powerpoint presentations, we need to ensure that the content is formatted. Workshop creating accessible documents in ms word recordings and handouts it. This article outlines how to can make powerpoint files more accessible on the web. How to create accessible powerpoint presentations digital. Accessible pdfs from ppt pdf accessibility and compliance.
The fastest and easiest way to make sure your pdf is accessible is to run the accessibility checker first. If you receive a pdf that is untagged, or where the tag structure is incomplete or incorrect, it is usually best to return to the source document, make the necessary accessibility repairs, and then re create the pdf. Anytime you are preparing an electronic document that will be posted online or distributed via email. Convert to pdf to save the accessible functionality of the powerpoint document that. In this course, ill show you how to take an existing pdf file and make it accessible along with using source microsoft office. The resources in this section were developed by federal agencies, and shared here for your convenience. This page includes word, powerpoint and portable document format pdf document accessibility resources for beginners to learn about how to make their products accessible for all users.
How do we make microsoft powerpoint presentations accessible. When you save presentation as a pdf file it freezes the formatting and layout. Create accessible content create accessible content answers. Creating accessible word documents and powerpoint slides. Create accessible content create accessible content. Seven steps to creating an accessible powerpoint presentation. Creating accessible video from a powerpoint slide presentation. Create an accessible powerpoint presentation like microsoft word, powerpoints also need to be accessible and includes characteristics that allow it to be can be successfully accessed by a user. For additional information on how to create accessible powerpoints, go to the paths to technology post, creating accessible powerpoint presentations for students with visual impairments and blindness. However, there are some people who need powerpoint accessibility tips to make powerpoint accessible for users with disabilities, and thats why i have written this post. A pdf is a graphical file that is an exact image of the presentation originally created in powerpoint and then converted into pdf format.
For more detailed instructions to implement the principles discussed below, see microsofts make your powerpoint presentations accessible to people with disabilities. Builtin templates and themes provide slides with accessibility features, such as high contrast ratio and reading order structure. Creating accessible powerpoint presentations 6 min. Click on the options button, and ensure both boxes in the include nonprinting information section are checked. Accessible pdf in powerpoint pdf accessibility and compliance.
It also tends to be highly visual with graphs, images, and infographics. This post includes aphs powerpoint guidelines, with information and examples of powerpoint slides for students with low vision. How to create accessible powerpoint 2016 documents slide layouts. Fortunately, just like microsoft word, powerpoint has many. For more detailed information on how to create accessible powerpoint presentations, visit the microsoft accessibility support website, or view webaims article on powerpoint. Powerpoint is many peoples goto program for creating presentations. The easiest way to ensure accessibility is to type or paste directly into canvas rich content editor and not use powerpoint at all.
First, follow guidelines to create your accessible powerpoint slides. Making files accessible the checklists are the official hhs accessibility checklists. Convert to pdf to save the accessible functionality of the powerpoint document that has been created, it can be saved as a pdf. If you receive a pdf that is untagged, or where the tag structure is incomplete or incorrect, it is usually best to return to the source document, make the necessary accessibility repairs, and then. Creating accessible documents assistive technology. Unlike some other materials, instructors creating powerpoints or other presentations must worry about making sure the physical presentation is accessible as well as the document itself. Making a pdf file accessible honolulu county, hawaii. Users of powerpoint for mac should be cautioned that exporting to pdf will not yield an accessible, tagged pdf document, it must be remediated using acrobat pro. You can create pdfs to meet common accessibility standards, such as web content accessibility. All presentations posted online should be accessible. If receiving content from 3rd party vendors, it is recommended you insist to those vendors that they provide the document with remediation already completed. And the beauty of it is you dont have to know anything about tagging pdfs. Guidance developed by the accessible electronic documents community of practice aed cop. Commonlook office does not require prior knowledge of accessibility.
See our article on creating pdf files from office documents. Take a few moments to get acquainted with these steps to ensure that forms you create are fully accessible to everyone. The steps outlined in this paper will show how to make powerpoint presentations more accessible if they are to be distributed electronically. The correct use of slide layouts is probably the most significant thing you can do to ensure that your content is accessible.
These changes will improve the accessibility of the powerpoint presentation itself and will support accuracy of the information when converting to other formats e. When using microsoft powerpoint, its important to follow a few basic steps to ensure your presentation is readable. When you combine multiple pdfs into one tagged pdf, it is a good idea to retag the combined document. In this course, chad chelius explains why accessibility is important and what features an accessible pdf should include, and shows how to streamline the process of creating accessible pdfs using word, excel, powerpoint, indesign, and acrobat dc. Microsoft powerpoint is one of the most popular tools for creating slide show presentations. Create accessible presentations is the property of its rightful owner. Document properties slide layoutsplacing content graphicsmaster slidealternative text. In the spirit of selfadvocacy, i also would like to. For more detailed instructions to implement the principles discussed below, see. Good afternoon and thank you for being at the webinar on accessible powerpoint presentations. In the publish as pdf or xps dialog box, choose a location to save the file to. Powerpoint creating accessible presentations in microsoft powerpoint is commonly used to create slide show presentations to convey information in a visual format that can include a combination of text, tables, images, charts, and graphics.
Tips to create an accessible powerpoint presentation. In this course, ill show you how to take an existing pdf file and make it accessible along with using source microsoft office files and adobe indesign files, and exporting them to the accessible pdf format. Using slide layouts provided within powerpoint will ensure files have correctly structured headings and lists, and proper reading. A pdf is a graphical file that is an exact image of the presentation originally created in. Commonlook office does not require prior knowledge. Accessible pdf in powerpoint pdf accessibility and. This recorded webinar covers how to create microsoft powerpoint presentations that are accessible to people with disabilities. Use these best practices to greatly improve the accessibility of word documents and powerpoint slides for individuals with disabilities. There are five basic characteristics of accessible. If the source document is unavailable, you can use acrobat to convert a pdf back to a word, excel, or powerpoint file. To save as a pdf, choose the save as option, than choose pdf as the file type by keyboard. Building blocks to creating accessible word documents and powerpoint slides there are simple techniques you can use to improve the accessibility of your documents as you create them. Microsoft office tutorials and checklists microsoft word type title source s. Once youve addressed any issues found by the accessibility checker, office will use that information.
Mar 26, 2019 commonlook office is a plugin for powerpoint and word that will take you step by step through your presentation to address and fix any accessibility issues it finds and then, as the last step, it will create a fully tagged, 100% accessible pdf. Creating accessible pdfs from microsoft word accessible. People can view the slides even if they dont have powerpoint, but they cant make changes to it. Once youve addressed any issues found by the accessibility checker, office will use that information to create accessibility tags in the pdf. You can begin making highquality, accessible pdf files that conform to section 508 immediately. Proper structure also ensures that if the powerpoint file is converted. Create an accessible powerpoint presentation like microsoft word, powerpoints also need to be accessible and includes characteristics that allow it to be can be successfully accessed by a user without a mouse using keyboard commands and using a screen reader read aloud software. Commonlook office is a plugin for powerpoint and word that will take you step by step through your presentation to address and fix any accessibility issues it finds and then, as the last step.
Im chad chelius and welcome to the 2018 edition of creating accessible pdfs. Commonlook office is an addin to microsoft word and powerpoint that enables organizations to ensure creation of accessible pdf documents. Because not everyone has powerpoint, you may want to also distribute the slides as a pdf file. I chose to use the word create in the title, since accessibility is too often viewed as an afterthought, when it really should be considered from the start. Make your powerpoint presentations accessible microsoft. For steps, see creating accessible documents in microsoft word. Microsoft powerpoint is the most popular tool to support presentations. Creating accessible powerpoint presentations youtube. If all of the steps were followed to create an accessible powerpoint presentation, exporting to pdf properly will ensure heading structure and other accessibility information will remain intact. In that case, you will need to convert your powerpoint into an accessible pdf portable document format. Converting a powerpoint presentation to an accessible pdf. It is often recommended, however, that a more accessible way of distributing powerpoint slideshows is by exporting them into either portable document format. Jul 14, 2018 this recorded webinar covers how to create microsoft powerpoint presentations that are accessible to people with disabilities. Note, much of this guidance predates the revised 508 standards.
Use acrobat pro to create an accessible pdf from multiple documents. Visual impairment powerpoint presentation including. It is often recommended, however, that a more accessible way of distributing powerpoint slideshows is by exporting them into either portable document format pdf or hypertext markup language html. It is often used to organize thoughts for a meeting or lesson, to present key points in a live presentation, and even to create handouts. Acrobat tools make it easy to create accessible pdfs and check the accessibility of existing pdfs. Table of contents general content checklist use the accessibility checklist for content editors. Seven steps to creating an accessible powerpoint slideshow. In the spirit of selfadvocacy, i also would like to encourage students to know how to make presentations accessible, and to know what to ask for when requesting accommodations. Document properties slide layoutsplacing content graphicsmaster. Fortunately, just like microsoft word, powerpoint has many builtin features to help make documents accessible but this doesnt mean your presentations are automatically accessible. Powerpoint files are distributed or posted on the web it is recommended that they be converted to either html or pdf. How to create accessible powerpoints perkins elearning.