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Creating Accessible Presentations

Why Accessible Presentations Matter

Presentations are a key part of learning, but without careful design, they can present barriers for people who rely on screen readers or other assistive technologies. Ensuring that presentations are accessible means that everyone can follow along and understand the content, regardless of their abilities.

How to Check the Reading Order of Slides

Understand Reading Order

  • The reading order of a slide determines how the elements (e.g., titles, text boxes, images) are read aloud by a screen reader. Ensuring a logical order is crucial for students who rely on screen readers to navigate through your presentation.

Check Reading Order in PowerPoint

  • In PowerPoint, use the Selection Pane to verify the reading order. The order of items from top to bottom in the pane is how the screen reader will read them. Adjust the order by dragging elements until they are in a logical sequence.
  • Tip: Make sure the slide title is the first item in the reading order, followed by main content elements in the sequence they should be understood.

Check Reading Order in Google Slides

  • In Google Slides, use the Arrange menu to help manage the order of objects. You can also use the Accessibility Panel to inspect and modify the reading order.
  • Tip: Test your slides by using the accessibility tools in Google Slides to preview how a screen reader would announce the content.

Use Built-In Accessibility Tools

  • Both PowerPoint and Google Slides have built-in accessibility checkers. Run these checkers to identify potential issues such as missing alt text, incorrect reading order, or improper use of slide titles.
  • Example: In PowerPoint, go to Review > Check Accessibility to run a report on your slides.

Providing Accessible Downloads in Canvas

  • Add a Download Link: When uploading your presentation to Canvas, always include a downloadable version of the slides. Make sure the version uploaded has already been checked for accessibility. Provide a clear link such as “Download Accessible Presentation Slides.”
  • Export to PDF with Tags: If possible, export your presentation as a PDF with accessibility tags. This helps maintain the reading order and provides a consistent experience for students.

Tips for Faculty

  • Use a Logical Layout: Ensure that your slides follow a logical flow, with titles, bullet points, and images presented in a way that makes sense when read aloud.
  • Add Alt Text to Images: All images should include alt text to ensure students who cannot see the images can still understand their significance.
  • Avoid Overlapping Elements: Overlapping text boxes or images can confuse the reading order, making it difficult for screen readers to convey the content correctly.

Practice Activity

Open one of your existing presentations in either PowerPoint or Google Slides. Use the accessibility checker to verify the reading order of elements on each slide. Adjust any issues and make sure alt text is added to all images.

What Actions Can I Take Now

To create an accessible presentation, it’s essential to focus on the flow of information as you design each slide. Start by ensuring that each element on your slide naturally follows the previous one. Pay particular attention to the reading order—titles, bullet points, and images should be structured logically so users who rely on screen readers can easily follow along. Always ensure that the most essential content, such as slide titles, is read first, followed by supporting elements.

Ensure any images in your slides have appropriate alt text, and avoid overlapping text boxes or images that confuse the reading order. By taking these actions, you help prevent barriers for students using assistive technologies and contribute to a more effective and accessible learning environment.

After creating your slides, use the built-in accessibility checkers in PowerPoint or Google Slides to verify the structure. These tools can identify issues like incorrect reading order, missing alt text, and improper use of slide titles, allowing you to correct them promptly. Regularly reviewing your presentation with these tools will help you maintain an accessible and inclusive learning experience for everyone.