QUEEN'S

Learning Commons

site header

Microsoft PowerPoint 2007-2010 Documents

PDF Version (21 KB) | PDF Checklist (13 KB) 

PowerPoint documents are typically used for presentations – in which case tips such as the ones below will allow you to create a truly coherent presentation for all those who are attending it. By using large point text and avoiding cluttered screens, you are making the presentation easier to read for people with visual disabilities as well as people without.

If you are planning on transmitting the PowerPoint electronically (such as putting it on a website), make sure that it is adequately structured and configured as to allow screen readers to read the information and understand the PowerPoint as it was meant to be understood.

Checklist

For presentations:

  • Use high contrast between foreground and background
  • Use a minimum of 16 point font
  • Use a sans serif font – such as Arial, Helvetica or Verdana
  • Have a plain background – avoid busy patterns
  • Avoid cluttered screens (too many images or words)

For electronic transmission:

PDF

Option 1 - To create a PDF with PowerPoint 2007:

  1. Go to the toolbar. Click on the “Acrobat” tab.
  2. The first box on the left is the “Create Adobe PDF” box.
  3. Select “Create PDF”.
  4. In the save box, select the “Options” button. Make sure that the “Enable Accessibility and Reflow with Tagged Adobe PDF” option is selected.
  5. Name the file as desired, select a destination folder, and click “Save”.

Option 2 - To create a PDF with PowerPoint 2007:

  1. You can also click the Office button, and select “Save As” from the drop-down menu.
  2. Select “Adobe PDF” from the options.
  3. In the save box, select the “Options” button. Make sure that the “Enable Accessibility and Reflow with Tagged Adobe PDF” option is selected.
  4. Name the file as desired, select a destination folder, and click “Save”.

Screencap for creating a pdf with PowerPoint 2007 using the Office menu

Alternative Text

Any pictures, graphs or text boxes within a document must be given alternative text. Alternative text must give an accurate description of what the item is, so that the user’s assistive technology may convey what information is demonstrated by the item. Alternative text can be provided for pictures, images, Clip Art, SmartArt, charts, graphs, text boxes, AutoShapes and WordArt.

Creating Alternative Text for Pictures, Images and ClipArt:

  1. Select the image/text box and right click inside the image. A menu will appear.
  2. Select “Size”. A new window will pop up.
  3. Select the “Alt Text” tab at the top right corner of the window.
  4. Type the description in the area provided.

Creating Alternative Text for WordArt, AutoShape and Text Boxes:

  1. Select the image/text box and right click inside the image. A menu will appear.
  2. Select “Format AutoShape/TextBox/WordArt”. A new window will pop up.
  3. Select the “Alt Text” tab at the top right corner of the window.
  4. Type the description in the area provided.

Creating Alternative Text for Charts and Graphs:

  1. Select the chart or graph. Word automatically displays a menu with editing options for the graph. See the tab titled “Chart Tools” at the top right corner of the toolbar.
  2. Select the “Format” tab, which is located underneath the “Chart Tools” tab.
  3. The box to the far right is the “Size” box. Click on it. A menu should appear.
  4. Click the expansion arrow at the bottom right corner of the menu. A new window will pop up.
  5. Select the “Alt Text” tab at the top of the window.
  6. Type the description in the area provided.

How to Create Good Alternate Text:

  • Consider the content and function of your image.
  • If it provides content to your document, make sure that the information the image provides is described in the alt text.
  • If your image only provides a function (for example, providing a portrait of a historical figure described in the text) you need only describe the image. In the case that the image is of a historical figure, write his/her name as the alt text.
  • Try not to use “Image of...” or “Graphic of...” as alt text. That is usually evident to the person reading the alt text.
  • Do not repeat the information which is contained in the document itself into the alt text. If it's already in the document, that should be enough.

Tables

Use the Microsoft Word tool to create tables. If you use the “Draw Table” tool, it will be difficult for your table to be read by assistive learning technology.

Inserting a Table in Microsoft PowerPoint 2007:

  1. Click on “Insert” in the toolbar. The second box from the left in the ribbon is the “Tables” box.
  2. Select the table button.
  3. Select the number of columns and rows you want and click OK.

Graphs and Charts

You must use the chart function in Microsoft PowerPoint to insert charts and graphs, in order to preserve the data contained within them.

Inserting a Chart/Graph in Microsoft PowerPoint 2007:

  1. In the default text default text region provided in the layout, click the chart icon. Or, go to the “Insert” tab in the toolbar, and select “Chart” in the ribbon.
  2. Select the chart design you like, and click OK.
  3. PowerPoint will automatically open Microsoft Excel. Put the chart values in Excel, and they will be applied to the chart in PowerPoint.