How do I use images and other graphics for accessibility in Microsoft PowerPoint.
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\uD83D\uDCD8 Instructions
Step-by-Step Guide to Alternative Text in PowerPoint
Right-click the image and select Edit Alt Text.
Type the alt text in the menu that pops up to the right. Use 150 characters or less.
If the image is decorative, write the word Decorative as the alt text (do not check the box that says "Mark as decorative"). The reason for this is explained further on this page.
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This example of Alt Text is much better. It describes many details in the image so that the reader has a better idea of what is in the picture. |
Guide to Accessible Labels on Charts and Graphs
Data labels are very important for accessibility purposes. If data labels are not present, then readers will have fewer queues to help them read the information. Charts, tables, and graphs can become completely inaccessible without their labels, so always add them.
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This table has the data labels. Now a person who has visual disabilities can still know what each category stands for without needing color. |
Guide to Accessible Long Descriptions for Complex Images, Pie Charts, and Bar Graphs
When using complex images like pie charts or bar graphs, it is better to use a long description rather than Alt Text. Alt Text is meant to be brief, while long descriptions give you a bit more freedom to explain the image. There are many ways to create a long description including:
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This pie chart is also accessible because it provides Alt Text directing the readers attention from the pie chart to the table. A reader may have a difficult time reading a pie chart, to remedy this, create a table underneath the chart with the same information. This will give them the ability to get the information they need. |
Additional Types of Long Descriptions in PowerPoint
When you use complex images, you must describe it using Alt Text and have a longer description.
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This image of the Hagia Sofia has an alt text. There is also a link to the long description that will go into more detail about what is in the picture. |
Accessible Watermarks and Backgrounds in Microsoft PowerPoint
Watermarks and background images should not be used. They will interfere with peoples ability to read the page. Watermarks and backgrounds tend to be very distracting to most readers. It is best to use a background that does not interfere much at all with the text on the slide.
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This background does not interfere with the text and gives the powerpoint a very professional look. |
Text Boxes, Shapes, and Other Floating Objects in PowerPoint
PowerPoint differs from Word in one very significant way: floating objects are easy to navigate and make up the very nature of the entire deck. The title field in a slide, for instance, is a text box. However, unlike in Word, where navigating text boxes with a screen reader is tedious, in PowerPoint, a user just needs to tab around the slide and each object will be selected, announced, and the alt text (if present) will be read.
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Inline Objects are more accessible for readers. The only way you can use Floating Objects, is by making sure they are inline with the text. If this cannot be done, do not use Floating Objects.
How to make Text Boxes Accessible
Generally, screen readers cannot access the text box. Despite this, there are still ways of making a text box accessible to all readers.
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To create a text box, use the following steps.
Go to the Insert Tab.
In the Illustrations Panel, click the Shapes Button.
Click Create Textbox in the upper left corner of the dropdown menu.
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There is no text box used and the text is on the slide as it should be. |
Create a Warning or Alert to the Reader that there are Text Boxes
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These text boxes do not have any warning or alert. Now the screen reader will look past them and the readers would have no idea they are there. |
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These text boxes now have that important warning, including instructions on how to access the text boxes. |
Text Boxes should be given Alt Text
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Alt text for a text box is not read automatically, but you should still create an alt text for readers. Its always good to get into this habit, especially since technology improves at a rapid pace. |
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This text box has alt text and it describes, in short, what the content is in the text box. |
Making Smart Art Accessible in Microsoft PowerPoint
In order for Smart Art to be accessible, only two rules must be followed.
The smart art has to be inline with the text.
You must provide an Alt Text for the smart art.
The Smart Art has to be Inline with the Text
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When the Smart Art is not inline with the text, it integrates itself into the text. This causes a huge mess of space. The smart art forces all of the words to clear away and it blends itself poorly into the paragraph. |
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This Smart Art example shows it outside of the text. The Smart art does not interfere with anything and adds a good look to the page. |
The Smart Art must have an Alt Text
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There is no Alt Text, so the reader and screen reader will ignore this image and move on. There is important information in the graph, so always include an Alt Text. |
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An Alt Text has been included in the Word Document. The alt text explains exactly what is in the graph and describes the graph itself. |
Making Shapes Accessible in Microsoft PowerPoint
Shapes cannot be read by screen readers because it is considered to be floating content. Each screen reader treats shapes differently. NVDA announces the shape as “slash”, but does not read the alt text. JAWS announces the type of shape and the size, but does not read the alt text. VoiceOver automatically reads the alt text and announces that it is a shape, but not what shape. In short, there is no good way for shapes to be read yet. When creating shapes, follow these rules to make them more accessible.
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Rule 6: A user must be alerted to meaningful shapes in the document.
Guide to using a Series of Shapes
A series of the same shapes or images should be grouped. They should also be given alternative text and a long description.
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These shapes are accessible because they are grouped together. The Alt Text is also more descriptive of what the shapes mean. |
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