Microsoft now has the ability to bring accessibility to your files, whether it is a PowerPoint presentation or an Excel file.

PowerPoint is used almost daily on campus; it can be used as digital signage in buildings or in more personal uses between staff and management. How are some ways you can keep accessibility in mind when creating a presentation?

• Use an accessible presentation template in PowerPoint, you can find one by searching for “Accessible Templates” in PowerPoint.
• Images, or other no-text items, should have alt text or descriptors added, so screen readers can read out what is on the screen for clarity.
• Use larger font sizes, like 18pt, and review for areas that might have too much white space or look cluttered.
• Add subtitles, closed captioning, or alternative audio tracks to help aid others watching a video

One way that you can keep up with items needed to be changed is using the accessibility checker. The accessibility checker can be used on any of your files, and scans the documents to see what could be edited for clarity. There are certain rules that the checker compares against the files and after the process is done either errors, warnings, or tips will appear. This way you can know what needs to be fixed so everyone has a chance of understanding.

• Error: content is difficult or impossible for others to understand
• Warning: most content in document is still difficult to understand
• Tip: content can be understood, but there is another way you could lay out your information clearer

The checker can be found in the review tab of any Microsoft file, and all you have to do is click the button. Microsoft then compares your work against the set of rules, and it will show you everything that could be changed.

To learn more about Microsoft 365, visit our website for more info.