Accessible Practices for PowerPoint, Word, and Google Docs

In part two of this post, we provide a look at some accessible practices for hyperlinks and colors for text and backgrounds.

Hyperlinks

Hyperlinks are helpful for creating accessible documents so that screen readers do not read each individual character of a web address, or URL, aloud, thus cluttering the information with unnecessary characters. They also aid in organizing multiple links on a single document.

General Tips for Hyperlinks

1. The screen reader will preface the web address with “Link” so you may name the hyperlink after the webpage itself.
   1. Example: use the name “Zief Law Library Website”
   2. DO NOT use: “Click Here” “Read More” or “More Info.”
      1. This language is not clearly identifying the information to the listening audience.
2. Use hyperlinks in your documents, presentations, and email!
   1. Don’t forget to practice accessibility in your emails as well!

Text and Background Color

Creative fonts and colorful text on colorful backgrounds can be aesthetically pleasing, but can also create a learning barrier for learners with low vision. Choosing fonts and backgrounds that are easily read creates an inclusive learning environment, both in print and online.

General Tips for Text and Background Color

1. Use a color contrast tool  to test if your PowerPoint slides are legible for people with low vision. Colors have a varying degree of contrast against others.
   1. Confirm the presentation meets the Web Content Accessibility Guidelines with the Web AIM Color Checker.
2. Do not use color to indicate meaning on documents or presentations.
   1. Example: Do not use red to convey something is wrong.
3. Use clear, large fonts on documents and presentations.
   1. This is important for both learners whose first language is not English and for those with low vision.
   2. Acceptable fonts:
      1. Times New Roman
      2. Verdana
      3. Arial
      4. Tahoma
      5. Helvetica
      6. Calibri

Checking Your Work

Microsoft Word has an Accessibility Checker function that will automatically review your document for accessibility. Select ‘Review’ and click on the ‘Accessibility’ icon to explore. In addition to using the Accessibility Checker function, use Read Aloud to listen to the Word Document and follow with adjustments for an easier listening experience.

For more information on how to create accessible Word Documents, PowerPoints, and Google Docs, please visit the USF ETS Create Accessible Documents Page.

Additional Resources

1. Microsoft Read Aloud Instructions
2. Microsoft Accessibility Fundamentals
3. WebAIM Microsoft Word Creating Accessible Documents

Accessible Practices for PowerPoint, Word, and Google Docs

“If one out of every seven human beings could be considered disabled, as research demonstrates, disability is a common part of human existence”

-Jessica Schomberg, Librarian

What is accessibility? Why is it important?

Accessibility is the inclusive practice of making activities, content, products, and services usable by anyone, regardless of mental or physical abilities. Using accessible practices when creating learning materials, such as documents or presentations, allows for every member of your audience to consume the material without asking for accommodations. People with disabilities often request accommodations to create an equitable learning environment. By using accessible practices in your assignments and presentations, you are inviting your professors and classmates to participate with equity and comfort. Please use the tips in this post to help you start incorporating accessibility into your assignments and presentations!

Heading Levels

Using the heading levels in documents and slideshows allows for screen readers to read text in a logical order. Simply bold-facing, underlining, or changing the font of the text will not present the information in an organized, understandable manner to the listening audience.

General Tips for Heading Levels

1. Use title, heading, and list functions within Word:
   1. Open the Styles Pane, located on the top right of the Home tab.
   2. Use the drop-down menu and choose Modify Style to fit chosen aesthetics.
   3. Bold-facing, underlining, or italicizing titles and headers with “Normal” text is not accessible.
   4. Identify how to organize documents and use heading styles accordingly; order matters for screen readers.
      1. When using PowerPoint, include a title for each slide. When using a screen reader, slides with titles help the listener understand the information being presented on the slide and know when the presenter is switching slides.
   5. Use the list function on the Home tab.
      1. Use this function when you want to include lists with bullet points, numbers, dashes, etc. Be sure to use the list function in order for the screen reader to properly read these lists to listeners.

Alternative Text

Alternative text is the content a screen reader will read to describe an image in a Word Document. This must be manually added by the creator of the document.

General Tips for Alternative Text

1. How to insert alternative text on Word, PowerPoint, and Google Docs:
   1. Right click the picture you would like to add alternative text to.
   2. Click ‘Format Picture’.
      1. On Google Docs, you do not need to click ‘Format Picture.’ There is an “Alternative Text” option available after you right click the image.
   3. Click ‘Add Alternative Text’.
   4. Alternative text should be a brief description of the image.
      1. If an image is for decorative use, do not use alternative text. Otherwise, it will add unnecessary clutter for the screen reader and confuse listeners.
      2. Word and PowerPoint have a “Decorative Only” option.
   5. Avoid images of text. If you include an image with text, you must include the entire text as part of your alternative text.
   6. Do not use sensory characteristics or gender and racial characteristics.

Checking Your Work

Microsoft Word has an Accessibility Checker function that will automatically review your document for accessibility. Select ‘Review’ and click on the ‘Accessibility’ icon to explore. In addition to using the Accessibility Checker function, use Read Aloud to listen to the Word Document and follow with adjustments for an easier listening experience.

For more information on how to create accessible Word Documents, PowerPoints, and Google Docs, please visit the USF ETS Create Accessible Documents Page.

Additional Resources

1. Microsoft Read Aloud Instructions
2. Microsoft Accessibility Fundamentals
3. WebAIM Microsoft Word Creating Accessible Documents