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Tables with fixed width might prove difficult to read for people who use Magnifier, because such tables force the content to a specific size. This makes the font very small, which forces Magnifier users to scroll horizontally, especially on mobile devices.
If you have to use tables, use the following guidelines to make sure your table is as accessible as possible:. If you have hyperlinks in your table, edit the link texts, so they make sense and don’t break mid-sentence. Make sure the slide content is easily read with Magnifier.
Screen readers keep track of their location in a table by counting table cells. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table. Use a simple table structure for data only and specify column header information.
Screen readers also use header information to identify rows and columns. Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.
In alt text, briefly describe the image, its intent, and what is important about the image. Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, “a graphic of” or “an image of. Avoid using text in images as the sole method of conveying important information. If you use images with text in them, repeat the text in the slide.
In alt text of such images, mention the existence of the text and its intent. PowerPoint for PC in Microsoft automatically generates alt texts for photos, stock images, and the PowerPoint icons by using intelligent services in the cloud.
Always check the autogenerated alt texts to make sure they convey the right message. If necessary, edit the text. For charts, SmartArt, screenshots, or shapes, you need to add the alt texts manually. For the step-by-step instructions on how to add or edit alt text, go to Add alternative text to a shape, picture, chart, SmartArt graphic, or other object and Video: Improve image accessibility in PowerPoint.
In the Alt Text pane, spelling errors are marked with a red squiggly line under the word. To correct the spelling, right-click the word and select from the suggested alternatives. In the Alt Text pane, you can also select Generate a description for me to have Microsoft cloud-powered intelligent services create a description for you. You see the result in the alt text field. Remember to delete any comments PowerPoint added there, for example, “Description automatically generated.
Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing. People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, avoid using link texts such as “Click here,” “See this page,” Go here,” or “Learn more.
You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink. For example, this hyperlink text matches the title on the destination page: Create more with Microsoft templates.
For the step-by-step instructions on how to create hyperlinks and ScreenTips, go to Add a hyperlink to a slide. An accessible font doesn’t exclude or slow down the reading speed of anyone reading a slide, including people with low vision or reading disability or people who are blind.
The right font improves the legibility and readability of the text in the presentation. For the step-by-step instructions on how to change fonts in PowerPoint go to Change the fonts in a presentation or Change the default font in PowerPoint. To reduce the reading load, select familiar sans serif fonts such as Arial or Calibri.
Avoid using all capital letters and excessive italics or underlines. A person with a vision disability might miss out on the meaning conveyed by particular colors. For headings, consider adding bold or using a larger font. The text in your presentation should be readable in a high contrast mode. For example, use bright colors or high-contrast color schemes on opposite ends of the color spectrum. White and black schemes make it easier for people who are colorblind to distinguish text and shapes.
Use the pre-designed Office Themes to make sure that your slide design is accessible. For instructions, go to Use an accessible presentation template or Use built-in slide designs for inclusive reading order, colors, and more.
Use the Accessibility Checker to analyze the presentation and find insufficient color contrast. It finds insufficient color contrast in text with or without highlights or hyperlinks in shapes, tables, or SmartArt with solid opaque colors. It does not find insufficient color contrast in other cases such as text in a transparent text box or placeholder on top of the slide background, or color contrast issues in non-textual content. PowerPoint supports the playback of video with multiple audio tracks.
It also supports closed captions and subtitles that are embedded in video files. Currently, only PowerPoint for Windows supports insertion and playback of closed captions or subtitles that are stored in files separate from the video. For all other editions of PowerPoint such as PowerPoint for macOS or the mobile editions , closed captions or subtitles must be encoded into the video before they are inserted into PowerPoint.
Supported video formats for captions and subtitles vary depending on the operating system that you’re using. Each operating system has settings to adjust how the closed captions or subtitles are displayed. For more information, see Closed Caption file types supported by PowerPoint.
Closed captions, subtitles, and alternative audio tracks are not preserved when you use the Compress Media or Optimize Media Compatibility features.
Also, when turning your presentation into a video , closed captions, subtitles, or alternative audio tracks in the embedded videos are not included in the video that is saved.
When you use the Save Media as command on a selected video, closed captions, subtitles, and multiple audio tracks embedded in the video are preserved in the video file that is saved. Videos include an audio track with video descriptions, if needed, for users who are blind or have low vision. Videos that include dialogue also include closed captions, in-band closed captions, open captions, or subtitles in a supported format for users that are deaf or hard-of-hearing.
For more information, refer to Add closed captions or subtitles to media in PowerPoint. You can save your presentation in a format that can be easily read by a screen reader or be ported to a Braille reader. Before converting a presentation into another format, make sure you run the Accessibility Checker and fix all reported issues. When your presentation is ready and you’ve run the Accessibility Checker to make sure it is inclusive, you can try navigating the slides using a screen reader, for example, Narrator.
Narrator comes with Windows, so there’s no need to install anything. This is one additional way to spot issues in the navigation order, for example. Press the Tab key to navigate the elements within the slide and fix the navigation order if needed. To move the focus away from the slide content, press Esc or F6. Rules for the Accessibility Checker. Everything you need to know to write effective alt text. Use the Accessibility Reminder to notify authors of accessibility issues.
Make your Word documents accessible to people with disabilities. Make your Excel documents accessible to people with disabilities.
Make your Outlook email accessible to people with disabilities. Closed Caption file types supported by PowerPoint. If you must use an image with text in it, repeat that text in the presentation.
In the alternative text, briefly describe the image and mention the existence of the text and its intent. Add alt text to visuals in Microsoft Add alt text to visuals in Office When someone who can see reads a slide, they usually read things, such as text or a picture, in the order the elements appear on the slide. In contrast, a screen reader reads the elements of a slide in the order they were added to the slide, which might be very different from the order in which things appear.
To make sure everyone reads the contents in the order you intend, it’s important to check the reading order. PowerPoint contains built-in slide layouts that you can apply to any slide. When you use them with a new slide, these layouts automatically make sure that the reading order works for everyone.
Use built-in slide designs for inclusive reading order. To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan the slides in your presentation. For example, instead of linking to the text Click here , include the full title of the destination page.
You can even use the URL of the page if it’s short and descriptive, for example, www. Add hyperlink text and ScreenTips. Visually scan the slides in your presentation.
Use an accessible slide design. Use strong contrast between text and background, so people with low vision can see and use the content. Use dark text on a white or off-white background, or reverse it and use white text on a dark background.
White and black schemes also make it easier for people who are colorblind to distinguish text and shapes. Use unique slide titles. They often see text merge or distort. For people who have dyslexia or have low vision, reduce the reading load. For example, they might benefit from familiar sans serif fonts, such as Arial or Calibri. Include ample white space between sentences and paragraphs. Format text for accessibility. Video description makes video more accessible to individuals who are blind or visually impaired.
The following procedures describe how to add alt text to visuals in your PowerPoint presentations in Microsoft Add alt text to images. Add alt text to shapes. Add alt text to SmartArt graphics. Add alt text to charts. Make visuals decorative. For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing. To enable right-click on your Mac, make sure that the Secondary click option is selected in System Preferences.
PowerPoint does not automatically generate alt texts for images. If you want to add an image that is an icon, screenshot, or other image that is not a photograph, you need to add the alt texts manually. Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.
Tip: You have to right-click somewhere inside the frame that surrounds the entire shape, not inside one of its parts. Tip: You have to right-click somewhere inside the frame that surrounds the entire SmartArt graphic, not inside one of its parts. Select a SmartArt graphic. Type sentences to describe the SmartArt graphic and its context to someone who cannot see it. Tip: You have to right-click somewhere inside the frame that surrounds the entire chart, not inside one of its parts. Select Edit Alt Text The Alt Text pane opens on the right side of the slide.
If your presentation has visuals that are purely decorative, you can mark them as such without needing to write any alt text. When a screen reader finds such an image, it simply announces they are decorative, so the user knows they are not missing any information. Select a visual. Select the Mark as decorative check box. The text entry field becomes grayed out. The following procedures describe how to add alt text to visuals in your PowerPoint presentations in Office To make your presentations accessible to wider audiences, add alt texts to the images in your slides.
PowerPoint does not automatically generate alt texts. Tip: You can also select Generate a description for me to have Microsoft’s cloud-powered intelligent services create a description for you. This takes a moment, after which you see the result in the text entry field. Remember to delete any comments PowerPoint added there, for example, “Description generated with high confidence. Tip: Include the most important information in the first line, and be as concise as possible.
Secure upload with SSL, regular deletion of files from our servers, no manual checking and absolutely no changes when it comes to the rights of your documents. Convert any PDF, no matter how many pages or how many images and media is embedded, to create slides. We support the common Microsoft PowerPoint presentation formats. Even on vacation. This online service is optimized for mobile usage on your computer, tablet, laptop or even on your phone. Rate this tool 4. You need to convert and download at least 1 file to provide feedback.
Feedback sent. Thank you for your vote. Edit a PDF file. Improve PDF files. Convert from PDF. Follow these instructions to set the print quality of the PDF:. In the PowerPoint Preferences dialog box, click General. The file is converted to PDF, and then a dialog box tells you that it is ready to download.
Click Download. A message bar appears to show you that the downloaded PDF file is ready to save to your computer. The exact message varies depending on the web browser you’re using. Click Save As , and then a dialog box appears that allows you to specify where to save the file on your computer.
Table of contents. Optionally, if you want to change what the final PDF file is like, do any of the following: At Optimize for , select Standard for higher quality for example, if you want to print it.
Click OK. Click Publish. Need more help? Expand your skills. Get new features first. Was this information helpful? Yes No.
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