Ensure Accessibility Compliance
Ensure Accessibility Compliance
Make sure that Embedded Media is Compliant
- Are embedded media and objects avoided?
- If embedded media or objects must be used, is alternative text, a separate file or link and verbatim transcript Word document provided?
How?
If it is necessary for a document, chart, image or multimedia to be embedded, you must:
- Provide alternative text,
- Provide the content in a separate file or website link, and/or
- Provide a verbatim transcript Word document for audio or video.
Why is this important?
Some embedded media and objects cannot be accessed by keyboard-only user causing the user to potentially lose important information. Using text transcripts provide a means to information for users with using assistive technologies.
Resources
- Alternative Text
- Alternative Text Blunders
- PowerPoint: Alternative Text for Images
- Add Alt Text to Images
- Add Alt Text to SmartArt Graphics
- Add Alt Text to Shapes
- Add Alt Text to Charts
- Add Alt Text to Tables
- Video & Accessibility
- Captions, Transcripts, and Audio Descriptions
- Sample Transcript
Test for Compliance
- Was the presentation checked using the built-in Microsoft accessibility checker?
- Can you navigate the presentation using only the keyboard?
How ?
Run the Accessibility Checker
- Select File > Info > Check for Issues > Check Accessibility.
- Review list of errors and warnings.
- Resolve all errors and try to improve all warned items.
Complete Keyboard Testing
Navigate the presentation using only the keyboard to ensure that all important content can be accessed. The Tab key can be used to navigate through links, Enter (and sometimes spacebar) selects an element, and the arrow keys are often used for other navigation. Additional information about standard keystrokes is available from WebAIM: Keyboard Testing
Why is this important?
PowerPoint 2010 includes the accessibility checker that allows you to check for accessibility errors, warnings and provides tips for making repairs. The tool may not find all errors, but if you follow the checklist then your document should be accessible. For example, the Microsoft Accessibility Checker does not check for color contrast or that color was not used to convey important information. Those will need to be checked with color contrast tools or manually.
Users with motor disabilities or who are blind may rely on a keyboard to navigate. The user must be able to navigate the information in a logical order.
Resources
- PowerPoint 2010 Accessibility Checker
- Use the Accessibility Checker
- Rules for the Accessibility Checker
- Keyboard Accessibility
- Keyboard Testing
Provide Accessible Alternative Versions
- Is a verbatim transcript provided for the narrated presentation as a Word document?
- Has a separate accessible version of the document been provided when there is no other way to make the content accessible?
How?
If the presentation is narrated, provide a verbatim text transcript accessible Word document.
If there is no other way to make the content accessible, provide a text version of the document using headings and lists as needed to ensure that all information is available by converting the PowerPoint to text only:
- Go to File > Save As.
- In the dialog box, change the file type from Presentation (*.ppt) to Outline (*.rtf).
- Once the rich text format is saved, compare the content to the presentation to ensure that the text was converted properly
- Edit to include image or graph information. Insert text descriptions of each image or graph.
- If notes were included in the PowerPoint file, cut and paste your notes into the text document.
- Follow the VDOE Word Accessibility requirements to ensure that the text only version is compliant.
Why is this important?
VDOE is committed to providing web content that is accessible to all. However, there may be times when this is not feasible. Therefore, an alternative version with equivalent content must be provided.
Some users of assistive technology cannot easily access your notes from your presentation. Consider adding them into a slide or sharing them in another format. Verbatim text transcripts provide information for users with hearing impairments.