Making a PowerPoint Presentation Accessible

Making a PowerPoint Presentation Accessible with LecShare Pro

Create the PPT Presentation | About LecShare Pro | Using LecShare Pro | Publishing Your Presentation to BeachBoard or the WWW

Part I. Create the PPT Presentation                 Microsoft Office Logo

Watch a closed-captioned movie that offers tips on creating effective PowerPoint presentations [opens a new window]

  1. Organize the ideas you want to present. Outline the concepts to be covered in the presentation, as well as the order of the presentation. You can do this using Microsoft Word, a pencil and paper, or any other program with which you’re comfortable.
  2. Prepare your PowerPoint slides. Aim for these rules-of-thumb for effective PowerPoint presentations:
    • no more than six bullets on a slide
    • no more than six words per bullet
    • use the largest font that fits uniformly on slides
    • use a consistent font throughout the presentation
    • choose a simple font – no script or fancy edges
    • use graphics sparingly and only when they support a concept on your slide
    • avoid animations and transitions
    • plan to show no more than 3 slides per minute
    • use color judiciously—remember to incorporate adequate contrast between background and text and never rely on color to convey meaning (remember, some people are color-blind!)
  3. Write the script for each slide and add it to the “Notes” window below each slide. Do not include special characters in your script, such as quotations marks.
  4. Save your presentation with two file names—so you have a backup.

Part II. About LecShare Pro                                 LecShare Pro Company Logo

LecShare Pro allows you to convert your existing PowerPoint presentations into presentations that meet Federal Accessibility requirements. The program also offers several optional features including the ability to convert PowerPoint presentations to accessible HTML, to add audio and closed captions to a PowerPoint presentation, and to publish accessible presentations to BeachBoard or the web.

CSULB has purchased a site license for staff and faculty. Contact ITSS for a free copy.

Students may purchase LecShare Pro for $10.00.

Part III. Using LecShare Pro

Watch a closed-captioned movie demonstrates how to use LecShare Pro [opens a new window]

The first step to ensuring your presentation is accessible is to use LecShare Pro's built-in tools to see if there are any accessibility problems with your presentation. You can then add any additional information needed to make sure all the slides meet accessibility requirements.

  1. Open LecShare Pro.
  2. Choose File > Open and then locate and open the PowerPoint presentation you wish to check or convert.
  3. LecShare Pro will open PowerPoint in the background and then import your presentation's slides.  This process may take several minutes to complete.Eventually, your slides will load into a preview pane.
  4. Check for AccessibilityThe two status lights to the left of the Slide Tray will instantly tell you if you have any accessibility problems. A red light means there is an issue that has to be dealt with to ensure the output will meet accessibility guidelines. A yellow light means there is an item that might need to be addressed and requires you to manually check it.
    • There are some items LecShare cannot check for accessibility standards, like whether or not the correct number of rows or columns in a table are marked as headers. Items colored yellow require the user to check to ensure that the item has the correct settings. If the number of header rows and columns are indicated correctly, click on the "Headers Correct" box to indicate that you have manually checked it.
  5. Check for AccessibilityAfter you click on a slide in the Slide Tray, the Accessibility Viewer in the upper right corner will show you every element on that slide and whether or not it meets accessibility standards. To edit an item, simply double click on the item. The same color scheme used by the status lights is used here (green = OK, yellow = check, red = error).
    • Double-check that the alternative text for each your images not only passes the accessibility check but is understandable.
    • You may need to scroll down in the Accessibility Viewer to see all of the items on a particular slide.
    • To edit your slide titles, select to Edit > Slide Titles
  6. Once you have corrected the accessibility errors in your presentation's autoshape text, images, charts, tables, and titles, save your changes by selecting File > Save.

Export to HTML (Optional)

    • After you have saved a LecShare-reviewed PPT. Go to File > Export.
    • Select Accessible HTML.  Then click Export.
    • Save the file to your computer.  LecShare will create a folder entitled "HMTL."export options
  1. To add Narration (optional)
    • Select the first slide by clicking on it in the lower preview pane.
    • Click on the Notes button to view your script for the slide.
    • Record your narration by clicking on the Audio button then the Record button when you’re ready to read your script.
    • If your voice is being recorded, you’ll see activity in the green-yellow-red bar next to the Record button. This green-yellow-red bar is an indicator of the volume of your voice that’s being recorded—red will mean that your voice is too loud.
    • Click on the Stop button when you’ve finished the script for the slide.
    • Repeat steps 4-6 for each slide.
    • When finished recording, select File > Export and complete the identifying information.
    • Select QuickTime Movie then Options and select Quick Caption from the QuickTime Movie Options dialog box as well as Embed in an HTML page. Then select OK.
    • Save your QuickTime output to disk. This will be a very large file, so if you’re not saving to your hard drive, be sure you have plenty of space (over 70Mb) on your portable USB flash disk.

Part IV. Publishing Your Presentation to BeachBoard or the WWW

For BeachBoard:

  1. Log into BeachBoard.  Click on My Content.  Create a folder and name it appropriately.
  2. Upload the HTML folder to your My Content folder.
  3. Go to your course where you would like to place the PPT.
  4. Add Item > Browse the Content Collection > click on the HTML folder > select the index.html page > Open or Submit.
  5. Submit again in BeachBoard.

For the WWW:

  1. Every CSULB faculty, staff, and student has an account on the web server for storing web-based instructional materials. Your username and password on the web server is the your webmail ID and password.
  2. See separate instructions for using FTP (File Transfer Program).
  3. Link to the index.html page.

If you have questions or would like assistance, please Contact ITSS.

Information above adapted and used with permission from Joan Van Duzer, CSU Humboldt.