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Important: Office is no longer supported. Upgrade to Microsoft to work anywhere from any device and continue to receive support. Upgrade now. Select the Drawing Tools Format tab on the ribbon. In Normal view, the Notes pane is located just below the slide view window. On the View tab, in the Presentation Views group, click Normal.
If you need to present to people who are not where you are, click Broadcast Slide Show to set up a presentation on the web. To learn more, see Broadcast your PowerPoint presentation to a remote audience. To maintain a clear message and to keep your audience attentive and interested, keep the number of slides in your presentation to a minimum. The audience must be able to read your slides from a distance. Generally speaking, a font size smaller than 30 might be too difficult for the audience to see.
You want your audience to listen to you present your information, instead of reading the screen. Use bullets or short sentences, and try to keep each item to one line.
Pictures, charts, graphs, and SmartArt graphics provide visual cues for your audience to remember. Add meaningful art to complement the text and messaging on your slides. Use only enough text to make label elements in a chart or graph comprehensible.
Choose an appealing, consistent template or theme that is not too eye-catching. You don't want the background or design to detract from your message. However, you also want to provide a contrast between the background color and text color. The built-in themes in PowerPoint set the contrast between a light background with dark colored text or dark background with light colored text.
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.
Use the following procedure to add alt text to shapes, including shapes within a SmartArt graphic. The following procedures describe how to make the hyperlinks, text, and tables in your PowerPoint presentations accessible.
Select Hyperlink. The text you selected displays in the Text to Display box. This is the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.
Use one of the included accessible templates to make sure that your slide design, colors, contrast, and fonts are accessible for all audiences. In the Search all templates text field, type accessible templates and press Return. On the Table Design tab, select the Header Row check box. See Title a slide for related information. To restore all placeholders for the selected slide, on the Home tab, select Reset. Point the mouse at the border of the Title placeholder box so that the pointer becomes a four-headed move pointer.
Use the Selection Pane to set the order in which the screen readers read the slide contents. When the screen reader reads this slide, it reads the objects in the reverse of the order they are listed in the Selection Pane. In the Selection Pane , to change the reading order, drag and drop items to the new location.
PowerPoint has built-in slide designs that contain placeholders for text, videos, pictures, and more. To make sure that your slides are accessible, the built-in layouts are designed so that the reading order is the same for people who see and people who use technology such as screen readers.
In the thumbnail pane, locate the place where you want to add the new slide, and then right-click. On the Design tab, expand the themes gallery, and select the slide layout that you want. PowerPoint automatically applies this layout to the new slide. Closed captions or subtitles must be encoded into the video before it is inserted into PowerPoint.
PowerPoint does not support closed captions or subtitles that are stored in a separate file from the video file. Videos include an audio track with video descriptions, if needed, for users that are blind or visually impaired.
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. In the alt text, briefly describe the image and mention the existence of the text and its intent. Add alt text to images, tables, and shapes.
The text in your presentations should be readable in High Contrast mode so that everyone, including people with visual disabilities, can see it well. Avoid using all capital letters, and excessive italics or underlines.
To open the related tab, for example, the Picture tab, tap the Show Ribbon button. Tap Alt Text and type a description for the element. For example, describe the content of the image. If your visuals are purely decorative and add visual interest but aren't informative, you can mark them as such without needing to write any alt text. Examples of objects that should be marked as decorative are stylistic borders.
To open the related tab, for example, the Picture tab, select the Show Ribbon button. Select the Mark as decorative toggle button, and then select Done.
Use one of the included slide Themes to make sure that your slide design is accessible. Most of the themes are designed for accessible colors, contrast, and fonts. To open the Home tab, tap the Show Ribbon button. To open the Table tab, tap the Show Ribbon button. In alt text, briefly describe the image and mention the existence of the text and its intent. Add alt text to tables.
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