Overview

This lesson addresses one of the most important tools in PowerPoint: slide layout templates.

Core Concepts

How PPT Differs from the Rest

PPT functions a bit differently than other formats, as the content is distributed throughout the slideshow and is often image based. Unlike Word or webpages, PPT does not rely on headings to provide structure and aid in navigation. PowerPoints are usually already "chunked" into separate sections due to the way information is separated by slides.

However, that doesn't mean that PPT is inherently accessible. With PPT slideshows, it's important to make sure the information on each slide is presented in the correct order and can be accessed by users of assistive technology. This means avoiding images of text, layering text or shapes on top of images, etc.

One thing that makes PPT a bit more complicated is that people can consume the content in a PPT in various ways. That is, they might be watching someone present the PPT, or they might be viewing a PPT on their own computer, or they may be viewing printed slides of a PPT. The way in which someone interacts with a slideshow is going to shape if and how they can access the content.

Even if you don't intend to distribute your PPT, it's important to remember that for someone who cannot see your presentation, a digital format allows them to access the info, so providing alt text for images and formatting tables appropriately is still important.

Slide Titles

PowerPoint does not use headings. However, the slide title and layout templates essentially function like headings in that they aid in navigation and providing structure to the content.

Every slide in a presentation should have a unique title. Duplicated slide titles can be confusing for viewers and make it difficult for someone to find the information they are looking for. People using assistive technology such as screen readers will navigate by slide title - just as sighted users do as well.

PPT Slide Layout Templates

An important part of making accessible slide decks is to use the layout templates provided in PowerPoint. For instance, if you need two boxes of text, use the slide layout to select that option instead of adding a text box. This is important because screen readers may jump over/ignore items, like text boxes, that are added to the pages and exist outside of the content boxes provided.

Layout templates can be found in the Home tab of the ribbon. In the section labeled Slides there is a dropdown menu under the label Layout. To determine which template is used for a slide, navigate to the slide, then open the Layout menu. The layout template in use will be selected.

In PPT II, the intermediate micro-course, we'll cover how to create new layout templates. In the meantime, try to make sure your content is simple enough to fit within the existing templates.

screencast showing PPT layout menu and options

Check Your Understanding:

The default slide template in PPT has a box for the Title and a Content box for text. If you need to add another box of text, which is the most accessible way to do so?

A. Insert a text box.

Incorrect.
Text boxes are not the most accessible and may get skipped over by some assistive technology.

B. Change the slide layout template.

Correct.

C. Take a screenshot of the text and insert it as an image.

Incorrect.
An image of text is very problematic for viewers using text to speech or a screen reader. It's also problematic in that it cannot be edited later on.

Video Supplements

Video: Create More Accessible Slides (2.5 mins)

A short video by Microsoft demonstrating how to put your PowerPoint slide content in proper reading order so screen readers read it correctly for users with a vision or reading disability.

Create More Accessible Slides

Additional Resources

Slide Layouts - A short lesson from WebAIM on the use of slide layouts.