Guy SangwineITS: Web Resources and Development Making PowerPoint slideshows more accessible
Introduction - What I’m here to tell you • Why you need accessible PowerPoint slides. • Options for creating accessible slides. • Techniques in PowerPoint • Creating accessible HTML versions • Other factors to consider in ppt. • Use of HTML version within WebCT • If we have time – quick demonstration of wizard.
Why is PowerPoint used in the first place? • Site-wide license. • Low cost. • Familiarity with program. • Easy to use.
Why you need accessible PowerPoint slide shows • A risk mitigation strategy - the more accessible a presentation is the less you open yourself to legal action • It is stipulated in the Monash style guide. • In line with Monash cultural values – diversity, equality . . .
Options for creating accessible PowerPoint • Use accessible PowerPoint techniques • HTML version of presentation • HTML is the only format reliably accessible to the various brands of screen readers on the market. • Best option: provide both!
Accessible PowerPoint techniques • A quick demonstration… • Oh dear… look in the outline view • Remember: text in text boxes is not accessible Very important information! – Please use the attendance book and fill out the feedback form. BUT - This text is in a textbox – not accessible
Points to remember… • Avoid adding text-boxes • Ensure that all the text is visible in the “Outline” view. If not – its not accessible. • If text box unavoidable, add hidden slide containing the text-box text (Slide Show -> Hide Slide). • Use Microsoft default slide layouts • View them under Format > slide layout • Graphics are not included in outline. • If graphics are important, again need to describe them in hidden slide or alternate-text. (we’ll come back to alt-text later) • To avoid confusion - keep outline order logical
Creating an HTML version – use the Wizard • Don’t use “Save to HTML” – use the Accessible Web Publishing Wizard for Microsoft ® Office • www.rehab.uiuc.edu/office/ *Please see final slide* • Download issues: • Requires Microsoft dot.net framework • Can download this framework at same time • Installation: • Slow – takes several minutes • Need to provide email address
Using the Wizard • Have you entered image alternate-text? (in ppt: dbl click image – select web). • Select “save as accessible web page” from file menu • Follow the prompts…
Wizard process step 1 • Enter your presentation title and author • Select image type • Decorative • Informative • Chart • Table • Repeat for all images
Wizard process - notes • Consider your text sizes in the slides • Make sure there is contrast between text colour and background colour. • Entering chart description can be tricky using the chart only – use original column / row information.
Wizard factors to consider • Cannot convert PowerPoint scripts or effects – you will need to modify HTML… • …but you can use the Wizard from Word and Excel. • Size will increase in HTML – this presentation is 400kb in ppt … • … as accessible HTML roughly 5mb
Using HTML version with WebCT • The files produced using the wizard can be imported into WebCT • Easily imported by instructor / designer. • Easily viewable by student • More information available: • www.its.monash.edu.au/web/slideshows/accessibility-powerpoint/htmlwizard-webct.doc • Contact: firstname.lastname@example.org
Conclusion + Demonstration • So - you can post PowerPoint to the web • BUT please use techniques described • Provide accessible HTML version, easiest way is to use the wizard. • Let’s convert this presentation… • Remember – Save as Accessible Web Page… …and if you really need text-boxes include a hidden slide.
Thankyou • Thank you for all attending. • Has everyone signed the attendance book. • Please fill in feedback forms and leave on front desk or send via internal mail.
Plugin update 17-7-04 • Since writing this presentation there is now a charge for version 2 of the plugin. • Version one of the plugin is available locally here: • http://its.monash.edu/web/slideshows/accessibility-powerpoint/OETFull-en.exe (29mb)