PowerPoint Presentations

Document has a set language*, and the set language is correct.

Documents should specify the language in which it has been created. Screen reading technologies rely on the specified language to determine how to pronounce the document text.

To review or set the document language:

1. Select the Review tab.
2. Select Language.
3. Select Set Proofing Language.
4. Select the appropriate document language.

Sufficient contrast between text and background is present.

People with low vision, poor vision, or color blindness often find it hard to read text that does not contrast with the background.

Colors of the text and background must be different enough to make the text easy to see. A contrast ratio of at least 4.5:1 for normal text, and 3:1 for large text should be present.

To edit text font color:

1. Select the text.
2. Use the font color menu to change light font colors to a darker shade.

Avoid the use of font colors such as pink, yellow and orange.

All slides have a title, and slide titles are unique.

Slide titles are presented as a heading to screen reader users, and will be the first thing read on each slide. Unique titles make it much easier for screen reader users to read and navigate a presentation.

Avoid the use of duplicated slide titles as this poses an accessibility issue for those navigating the document using screen reading technologies.

If needed, slide titles can be hidden on the slide, but will remain visible in Outline View allowing for usability by screen readers.

To avoid duplicated slides titles: Add additional text to the title such as Part 1, Part 2.

To hide a slide title:

1. Select the Home tab.
2. Select Arrange.
3. Select Selection Pane.
4. Within the Selection Pane window, select the eye icon next to the title to turn off visibility for this object.

The reading order of the objects on a slide presentation is logical.

Screen reading technologies read the items on each slide in the specified order. Occasionally, the reading order is incorrect. If the reading order is not logical, the content being presented will not make sense.

To review or change the reading order:

1. Select the Home tab.
2. Select Arrange.
3. Select Selection Pane.
4. View the Selection Pane to review the reading order.
5. Use the up and down arrows to reorder objects, as needed.

Multiple elements (i.e. color, underline, italics, etc.) are used to illustrate meaning.

Color should not be used as the sole method of conveying content or distinguishing visual elements. If color is used to illustrate a concept, be sure to provide alternative means of obtaining the same information or provide an explanation within the text itself.

For example, color alone should not be used to distinguish hyperlinks from surrounding text unless the luminance contrast between the link and the surrounding text is at least 3:1 and an additional differentiation (e.g., it becomes underlined) is provided when the link is hovered over or receives focus.

Add additional elements to items in which meaning is illustrated through color alone. This could include underlining, adding a note at the top of the document explaining that correct answers are underlined.

Keep in mind that color can be used with additional elements, as long as the contrast ratio of at least 4.5:1 for normal text and 3:1 for large text is present.

Real text is used (not graphical text, such as Word Art).

Graphical text may not be readable by screen readers and should be avoided in the body of text.

Do not use graphical text.

Font Type: Easily readable sans serif fonts (such as Tahoma, Verdana, Arial or Calibri) is used.

Font Size of at least 18 point.

Select a font that is easily legible to benefit all users. Basic, simple sans serif fonts, including Tahoma, Verdana, Arial or Calibri were developed specifically for use in electronic media. Sans serif fonts contain no extra decorations or flourishes, making them highly legible fonts.

Avoid the use of decorative or overly stylized fonts, which are often difficult to read even for users without visual impairments or reading disabilities.

To edit the font type or size:

1. From the Font menu, select an appropriate font type.
2. From the Font Size menu, select 18 or larger.

Clear descriptions are used for hyperlinks that convey where the link goes.

Screen reader users generate a list of links to assist in navigating a document; therefore, hyperlinks should be descriptive and clearly identify the target of the hyperlink. Redundant or ambiguous link text such as "More" is meaningless in this context. Use unique and descriptive hyperlink text, taking care to:

• Avoid the use of the URL as the hyperlink.
• Avoid phrases such as "Click Here", "More", or "Click for Details".

Example:

• Avoid using the webpage URL https://www.michigan.gov/som/ as the hyperlink text.
• Instead, use a clear, concise descriptive text, such as: For more information, visit the State of Michigan website.

Link to a website:

1. Select the text, shape, or picture that you want to use as a hyperlink.
2. Select Insert > Link > Insert Link.
3. Select Existing File or Web Page, and add the:
   1. Text to display: Type the text that you want to appear as hyperlink.
   2. ScreenTip: Type the text that you want to appear when the user hovers over the hyperlink (optional).
   3. Current Folder, Browsed Pages, or Recent Files: Select where you want to link to.
   4. Address: If you haven't already selected a location above, insert the URL for the web site you want to link to.
   5. If you link to a file on your computer, and move your PowerPoint presentation to another computer, you'll also need to move any linked files.
   6. Select OK.

Link to a place in a document, new document, or email address:

1. Select the text, shape, or picture that you want to use as a hyperlink.
2. Select Insert > Link > Insert Link and select an option:
   1. Place in This Document: Link to a specific slide in your presentation.
   2. Create New Document: Link from your presentation to another presentation.
   3. Email Address: Link a displayed email address to open up a user's email program.
3. Fill in the Text to display, ScreenTip, and where you want to link to.
4. Select OK.

Change the color of a hyperlink:

You can change the color of a hyperlink if you like. If you want to change the display text of a link, right-click it and select Edit Link.

1. Select the hyperlink you want to re-color.
2. On the Home tab of the ribbon, select the down arrow next to the Font Color button to open the menu of colors.
3. Select the color you want for the hyperlink.

Test the hyperlink:

1. Once you've inserted the link, you can test it (in Normal view) by right-clicking the hyperlink and selecting Open Hyperlink.