{"id":2535,"date":"2023-02-10T15:18:23","date_gmt":"2023-02-10T20:18:23","guid":{"rendered":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/?post_type=chapter&#038;p=2535"},"modified":"2026-03-02T18:13:17","modified_gmt":"2026-03-02T23:13:17","slug":"powerpoint-accessibility-3","status":"publish","type":"chapter","link":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/powerpoint-accessibility-3\/","title":{"raw":"Images, Media, and Links","rendered":"Images, Media, and Links"},"content":{"raw":"<strong>On this page:<\/strong>\r\n<ul class=\"navbar\">\r\n \t<li class=\"navitem\"><a href=\"#alttext\">Text Equivalents<\/a><\/li>\r\n \t<li class=\"navitem\"><a href=\"#images\">Images and Graphics<\/a><\/li>\r\n \t<li class=\"navitem\"><a href=\"#captions\">Closed Captions and Transcripts<\/a><\/li>\r\n \t<li class=\"navitem\"><a href=\"#links\">Hyperlink Text<\/a><\/li>\r\n<\/ul>\r\n<h2><a id=\"alttext\"><\/a>Text Equivalents<\/h2>\r\nAs discussed in the\u00a0<a href=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/alternative-text\/\">alternative text chapter<\/a> of this guide, visual information needs a text equivalent. In PowerPoint, the text equivalent of visual information can be included in:\r\n<ul>\r\n \t<li>Text adjacent to an image. Presenting text with visuals that reinforce and support one another is a great practice that ensures everyone can access information.<\/li>\r\n \t<li>The [pb_glossary id=\"1161\"]alt text field[\/pb_glossary]\u00a0of a graphic.<\/li>\r\n \t<li>Figure captions.<\/li>\r\n<\/ul>\r\nAssistive technologies employ [pb_glossary id=\"1161\"]alternative text[\/pb_glossary] (alt text) attached to images to inform users of the context and purpose of images and visual elements. Alt text is a text alternative to visual content to ensure all users can access information.\r\n<h3>Alt Text<\/h3>\r\nUse the alt text field to add a description of information present in a graphic. The alt text field is only read by [pb_glossary id=\"1303\"]screen reader software[\/pb_glossary] to provide visual information in an accessible format.\r\n\r\nTo add alt text in PowerPoint:\r\n<ol>\r\n \t<li data-aria-level=\"1\" data-aria-posinset=\"1\" data-font=\"Calibri Light,Times New Roman\" data-leveltext=\"%1.\" data-listid=\"19\"><strong>Right click<\/strong>\u00a0on an image and select\u00a0<strong>Edit Alt Text\u2026\r\n<img class=\"alignnone wp-image-8420\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/PPT-AltTextRightclick-e1718383079293.png\" alt=\"\" width=\"545\" height=\"500\" \/><\/strong><\/li>\r\n \t<li data-aria-level=\"1\" data-aria-posinset=\"1\" data-font=\"Calibri Light,Times New Roman\" data-leveltext=\"%1.\" data-listid=\"19\">Or, select the image, move to the <strong>Picture Format <\/strong>tab and click\u00a0<strong>Alt Text\r\n<img class=\"alignnone size-full wp-image-6309\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/Picture1.png\" alt=\"\" width=\"642\" height=\"344\" \/><\/strong><\/li>\r\n \t<li data-aria-level=\"1\" data-aria-posinset=\"1\" data-font=\"Calibri Light,Times New Roman\" data-leveltext=\"%1.\" data-listid=\"19\">Enter a description in the dialogue box.\r\n<strong><img class=\"alignnone size-full wp-image-6599\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Screenshot-2024-02-12-at-13.10.12.png\" alt=\"\" width=\"321\" height=\"449\" \/><\/strong><\/li>\r\n \t<li data-aria-level=\"2\" data-aria-posinset=\"1\" data-font=\"Calibri Light,Times New Roman\" data-leveltext=\"%1.%2.\" data-listid=\"19\">If a graphic is purely decorative, check\u00a0<strong>Mark as Decorative.<\/strong><\/li>\r\n<\/ol>\r\nTo add alt text in PowerPoint online:\r\n<ol>\r\n \t<li class=\"Paragraph SCXW256730502 BCX2\"><span class=\"TextRun SCXW153793639 BCX2\" lang=\"EN-CA\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW153793639 BCX2\">Select the image<\/span><\/span><\/li>\r\n \t<li class=\"Paragraph SCXW256730502 BCX2\"><span class=\"TextRun SCXW153793639 BCX2\" lang=\"EN-CA\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW153793639 BCX2\">Navigate to the\u00a0<strong>Picture\u00a0<\/strong>tab<\/span><\/span><\/li>\r\n \t<li class=\"Paragraph SCXW256730502 BCX2\"><span class=\"TextRun SCXW153793639 BCX2\" lang=\"EN-CA\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW153793639 BCX2\">Select\u00a0<strong>Alt Text\u00a0<\/strong>and enter your description in the\u00a0<strong>Title\u00a0<\/strong>field.\u00a0<\/span><\/span><span class=\"EOP SCXW153793639 BCX2\" data-ccp-props=\"true}\">\u00a0<\/span><\/li>\r\n \t<li>If the image is purely decorative, leave the\u00a0<strong>Title<\/strong>\u00a0field blank.<\/li>\r\n<\/ol>\r\n<h3><a id=\"figure\"><\/a>Figure Captions<\/h3>\r\nBizarrely, despite being Microsoft's primary visual presentation medium, PowerPoint does not support adding figure captions. Instead, Microsoft recommends <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/insert-a-caption-for-a-picture-bb74994c-7f8b-457c-be85-92233177a356\">inserting a text box and grouping<\/a> it with the graphic.\r\n<div class=\"textbox\">\r\n\r\nFrom Microsoft:\r\n<ol type=\"1\">\r\n \t<li>Use\u00a0<b class=\"ocpUI\">Insert<\/b>\u00a0&gt;\u00a0<b class=\"ocpUI\">Text Box<\/b>\u00a0to draw a box near the picture. (See\u00a0<a class=\"ocpArticleLink\" href=\"https:\/\/support.microsoft.com\/en-us\/office\/add-copy-or-delete-a-text-box-4d968daa-5c86-48f2-88fa-b65871966017\" data-bi-area=\"bkmk_other\" data-bi-type=\"anchor\">add a text box<\/a> for additional details.)\r\n<img class=\"fluentImage\" style=\"text-align: initial;font-size: 1em\" src=\"https:\/\/support.content.office.net\/en-us\/media\/70bad01c-6f3e-499e-88fc-2ac71b9edfab.png\" alt=\"Text Box button in the Text group\" \/><\/li>\r\n \t<li>Click inside the text box and type the text you want to use for a caption.<\/li>\r\n \t<li>Select the text. On the\u00a0<b class=\"ocpUI\">Home<\/b>\u00a0tab, use the\u00a0<b class=\"ocpUI\">Font<\/b>\u00a0options to style the caption as you want.<\/li>\r\n \t<li>Use Ctrl+click to select the picture and text box, and then on the\u00a0<b class=\"ocpUI\">Picture Format<\/b>\u00a0tab, in the\u00a0<b class=\"ocpUI\">Arrange<\/b>\u00a0group, select\u00a0<b class=\"ocpUI\">Group<\/b>\u00a0&gt;\u00a0<b class=\"ocpUI\">Group\r\n<\/b><img class=\"fluentImage\" style=\"text-align: initial;font-size: 1em\" src=\"https:\/\/support.content.office.net\/en-us\/media\/4c624920-2722-4c35-8f26-65cc6281b888.png\" alt=\"On the Picture Format tab, the grouping options are in the Arrange section.\" \/><\/li>\r\n<\/ol>\r\n<\/div>\r\nEnsure textbox and graphic are in <a href=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/powerpoint-accessibility-2\/\">correct reading order<\/a>. If a graphic has a descriptive caption it can be marked as decorative in the alt text panel.\r\n\r\n<hr \/>\r\n\r\n<span class=\"TextRun SCXW153793639 BCX2\" lang=\"EN-CA\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW153793639 BCX2\">The Office <\/span><\/span><strong><span class=\"TextRun SCXW153793639 BCX2\" lang=\"EN-CA\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW153793639 BCX2\">Accessibility Checker<\/span><\/span><\/strong><span class=\"TextRun SCXW153793639 BCX2\" lang=\"EN-CA\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW153793639 BCX2\"> will flag images that do not have alternative text.<\/span> <span class=\"NormalTextRun SCXW153793639 BCX2\">In the Accessibility pane, <strong>Missing object description<\/strong><\/span><\/span><span class=\"TextRun SCXW153793639 BCX2\" lang=\"EN-CA\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW153793639 BCX2\">\u00a0will appear as an error. You can select the\u00a0<\/span><span class=\"NormalTextRun ContextualSpellingAndGrammarErrorV2 SCXW153793639 BCX2\">drop down<\/span><span class=\"NormalTextRun SCXW153793639 BCX2\">\u00a0menu and choose\u00a0<strong>Add a description <\/strong>or right-click on the image and choose <strong>View Alt Text...<\/strong>\u00a0Do not rely on the automatically generated alt text, it is rarely useful. <\/span><\/span>\r\n\r\nReview this Pressbooks' <a href=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/alternative-text\/\">chapter on Alternative Text<\/a> for more information.\r\n\r\nAdd alternative text to simple charts but also include [pb_glossary id=\"2026\"]table[\/pb_glossary] data for complex charts and data sets. Best practice is to include table data adjacent to the chart, but <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/add-hyperlinks-to-a-location-within-the-same-document-1f24fc4f-7ccd-4c5f-87e1-9ddefb672e0e\">linking to the data elsewhere in the document<\/a> is also an effective method. Ensure the link text explains the destination.\r\n\r\nFor more information, consult the following Microsoft support resources:\r\n\r\n<a href=\"https:\/\/support.microsoft.com\/en-us\/office\/add-alternative-text-to-a-shape-picture-chart-smartart-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669#PickTab=Windows\">Add alternative text to a shape, picture, chart, SmartArt graphic, or other object<\/a>\r\n\r\n<a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-your-powerpoint-presentations-accessible-to-people-with-disabilities-6f7772b2-2f33-4bd2-8ca7-dae3b2b3ef25#bkmk_winalttext\">Add alt text to visuals in PowerPoint<\/a>\r\n\r\n<a href=\"https:\/\/support.microsoft.com\/en-us\/office\/video-improve-image-accessibility-in-powerpoint-2e7fdfc4-1fa5-4092-be4b-8a4ca592197c\">Video: Improve image accessibility in PowerPoint<\/a>\r\n<h2><a id=\"images\"><\/a>Images and Graphics<\/h2>\r\nApart from adding effective [pb_glossary id=\"1161\"]alt text[\/pb_glossary] to images, there are a few additional considerations for visual elements in PowerPoint presentations.\r\n\r\n[columns]\r\n\r\nTake note of groups of images:\r\n<ol>\r\n \t<li>Click and drag to select the images or hold <strong>Control<\/strong>\u00a0and click each image<\/li>\r\n \t<li>Right-click and select <strong>Group &gt; Group<\/strong><\/li>\r\n \t<li>Right click on grouped image and select <strong>Edit Alt Text...<\/strong><\/li>\r\n<\/ol>\r\nhttps:\/\/mediaspace.langara.ca\/media\/t\/0_ot5bfxzc\r\n[\/columns]\r\n\r\n<a href=\"https:\/\/support.microsoft.com\/en-us\/office\/group-or-ungroup-shapes-pictures-or-other-objects-a7374c35-20fe-4e0a-9637-7de7d844724b#:~:text=Press%20and%20hold%20CTRL%20while,to%20enable%20the%20Group%20button.\">Group or ungroup shapes, pictures, or other objects.<\/a>\r\n<h3>Graphs and Charts in PowerPoint<\/h3>\r\n<ul>\r\n \t<li>Do not include photos of charts or graphs, insert them properly via <strong>Insert<\/strong> tab &gt; <strong>Chart<\/strong> dropdown<\/li>\r\n \t<li data-aria-level=\"1\" data-aria-posinset=\"1\" data-font=\"Symbol\" data-leveltext=\"\uf0b7\" data-listid=\"10\">A concise and meaningful title or caption helps all readers\r\n<ul>\r\n \t<li data-aria-level=\"1\" data-aria-posinset=\"1\" data-font=\"Symbol\" data-leveltext=\"\uf0b7\" data-listid=\"10\">Add alt text to graphs and charts\u00a0but also include [pb_glossary id=\"2026\"]table[\/pb_glossary] data for complex charts and data sets. Best practice is to include table data adjacent to the chart, but <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/add-hyperlinks-to-a-location-within-the-same-document-1f24fc4f-7ccd-4c5f-87e1-9ddefb672e0e\">linking to the data elsewhere in the document<\/a> is also an effective method. Ensure the link text explains the destination.<\/li>\r\n<\/ul>\r\n<\/li>\r\n \t<li data-aria-level=\"1\" data-aria-posinset=\"2\" data-font=\"Symbol\" data-leveltext=\"\uf0b7\" data-listid=\"10\">Do not rely on colour alone to distinguish data. Use symbols or different line styles. Include a legend<\/li>\r\n \t<li data-aria-level=\"1\" data-aria-posinset=\"3\" data-font=\"Symbol\" data-leveltext=\"\uf0b7\" data-listid=\"10\">Apply data and axis labels by selecting your graph or chart and navigating to <strong>Chart Design<\/strong> tab and selecting <strong>Add Chart Element<\/strong> dropdown<\/li>\r\n \t<li data-aria-level=\"1\" data-aria-posinset=\"4\" data-font=\"Symbol\" data-leveltext=\"\uf0b7\" data-listid=\"10\">Provide alternative formats, such as a table of data plotted via chart\r\n<ul>\r\n \t<li data-aria-level=\"1\" data-aria-posinset=\"4\" data-font=\"Symbol\" data-leveltext=\"\uf0b7\" data-listid=\"10\">\u200b\u200b\u200b\u200b\u200b\u200b\u200bFor a chart or graph, provide data in table form beside the element. If size and spacing is a concern, place the data in another slide or document and provide a link near the chart or graph.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<h2><a id=\"captions\"><\/a>Closed Captions and Transcripts<\/h2>\r\nEnsure embedded media has text equivalents. Videos must have [pb_glossary id=\"1164\"]closed captions[\/pb_glossary] and audio must have a [pb_glossary id=\"1884\"]transcript[\/pb_glossary].\r\n\r\nTo <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/add-closed-captions-or-subtitles-to-media-in-powerpoint-df091537-fb22-4507-898f-2358ddc0df18\" data-cke-saved-href=\"https:\/\/support.microsoft.com\/en-us\/office\/add-closed-captions-or-subtitles-to-media-in-powerpoint-df091537-fb22-4507-898f-2358ddc0df18\">add captions to a video in PowerPoint<\/a> they must be in .VTT format (3Play Media offers a free <a href=\"https:\/\/www.3playmedia.com\/services\/features\/captions-format-converter\/\" data-cke-saved-href=\"https:\/\/www.3playmedia.com\/services\/features\/captions-format-converter\/\">.SRT to .VTT conversion tool<\/a>).\r\n\r\nTo add a .VTT caption file:\r\n<ol>\r\n \t<li>Navigate to slide with video and select the video<\/li>\r\n \t<li>Via the <strong>Playback <\/strong>tab, click <strong>Insert Captions<\/strong>, and select <strong>Insert Captions<\/strong><\/li>\r\n \t<li>Select caption file and click <strong>Insert<\/strong><\/li>\r\n<\/ol>\r\nHowever, best practice is to <a href=\"https:\/\/support.microsoft.com\/en-au\/office\/insert-a-video-from-youtube-or-another-site-8340ec69-4cee-4fe1-ab96-4849154bc6db#:~:text=In%20PowerPoint%2C%20go%20to%20the,Code%2C%20and%20then%20press%20Enter.\">embed a video<\/a> or link to the video hosted elsewhere. This will keep the size of the PowerPoint file down and provide for easier, more equitable distribution.\r\n\r\nReview <a href=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/closed-captioning-quick-guide\/\">closed captions best practices.<\/a>\r\n<h2><a id=\"links\"><\/a>Hyperlink Text<\/h2>\r\nWhen linking to a website, use\u00a0<a href=\"https:\/\/support.microsoft.com\/en-us\/office\/video-create-accessible-links-in-word-28305cc8-3be2-417c-a313-dc22082d1ee0\">meaningful hyperlink text<\/a>. Linked text should be descriptive, concise, unique and visually distinct.\u00a0Do not use bare URLs. To learn more about writing link text, consult the\u00a0<a href=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/accessible-links\/\">accessible links chapter<\/a>\u00a0of this guide.\r\n\r\nUse PowerPoint's default styling of blue font with underlined text for links.\r\n\r\nTo add links in PowerPoint:\r\n<ol>\r\n \t<li>Select the text you want to link<\/li>\r\n \t<li>Right-click and select <strong>Hyperlink<\/strong>\u00a0or press <strong>Control <\/strong>(<strong>Command <\/strong>on macOS) and <strong>K<\/strong><\/li>\r\n \t<li>Change the <strong>Text to Display<\/strong> text if necessary<\/li>\r\n \t<li>Paste the destination URL in the <strong>Address<\/strong> box<\/li>\r\n<\/ol>\r\nYou may have existing presentations that contain bare URLs. To update existing, bare URLS to accessible links:\r\n<ol>\r\n \t<li>Right-click on the bare URL<\/li>\r\n \t<li>Select<strong><strong> Edit Hyperlink\u2026<\/strong><\/strong><\/li>\r\n \t<li>In the <strong>Text to display<\/strong> field, type a brief description of link destination.<\/li>\r\n \t<li>Click <strong>Ok<\/strong>.<\/li>\r\n<\/ol>\r\nMore <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-your-powerpoint-presentations-accessible-to-people-with-disabilities-6f7772b2-2f33-4bd2-8ca7-dae3b2b3ef25#bkmk_winhyperlinksaccessible\" target=\"_blank\" rel=\"noreferrer noopener\" data-cke-saved-href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-your-powerpoint-presentations-accessible-to-people-with-disabilities-6f7772b2-2f33-4bd2-8ca7-dae3b2b3ef25#bkmk_winhyperlinksaccessible\">information on hyperlink text in PowerPoint<\/a> can be found here.","rendered":"<p><strong>On this page:<\/strong><\/p>\n<ul class=\"navbar\">\n<li class=\"navitem\"><a href=\"#alttext\">Text Equivalents<\/a><\/li>\n<li class=\"navitem\"><a href=\"#images\">Images and Graphics<\/a><\/li>\n<li class=\"navitem\"><a href=\"#captions\">Closed Captions and Transcripts<\/a><\/li>\n<li class=\"navitem\"><a href=\"#links\">Hyperlink Text<\/a><\/li>\n<\/ul>\n<h2><a id=\"alttext\"><\/a>Text Equivalents<\/h2>\n<p>As discussed in the\u00a0<a href=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/alternative-text\/\">alternative text chapter<\/a> of this guide, visual information needs a text equivalent. In PowerPoint, the text equivalent of visual information can be included in:<\/p>\n<ul>\n<li>Text adjacent to an image. Presenting text with visuals that reinforce and support one another is a great practice that ensures everyone can access information.<\/li>\n<li>The <a class=\"glossary-term\" aria-haspopup=\"dialog\" aria-describedby=\"definition\" href=\"#term_2535_1161\">alt text field<\/a>\u00a0of a graphic.<\/li>\n<li>Figure captions.<\/li>\n<\/ul>\n<p>Assistive technologies employ <a class=\"glossary-term\" aria-haspopup=\"dialog\" aria-describedby=\"definition\" href=\"#term_2535_1161\">alternative text<\/a> (alt text) attached to images to inform users of the context and purpose of images and visual elements. Alt text is a text alternative to visual content to ensure all users can access information.<\/p>\n<h3>Alt Text<\/h3>\n<p>Use the alt text field to add a description of information present in a graphic. The alt text field is only read by <a class=\"glossary-term\" aria-haspopup=\"dialog\" aria-describedby=\"definition\" href=\"#term_2535_1303\">screen reader software<\/a> to provide visual information in an accessible format.<\/p>\n<p>To add alt text in PowerPoint:<\/p>\n<ol>\n<li data-aria-level=\"1\" data-aria-posinset=\"1\" data-font=\"Calibri Light,Times New Roman\" data-leveltext=\"%1.\" data-listid=\"19\"><strong>Right click<\/strong>\u00a0on an image and select\u00a0<strong>Edit Alt Text\u2026<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-8420\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/PPT-AltTextRightclick-e1718383079293.png\" alt=\"\" width=\"545\" height=\"500\" srcset=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/PPT-AltTextRightclick-e1718383079293.png 856w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/PPT-AltTextRightclick-e1718383079293-300x275.png 300w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/PPT-AltTextRightclick-e1718383079293-768x705.png 768w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/PPT-AltTextRightclick-e1718383079293-65x60.png 65w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/PPT-AltTextRightclick-e1718383079293-225x207.png 225w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/PPT-AltTextRightclick-e1718383079293-350x321.png 350w\" sizes=\"auto, (max-width: 545px) 100vw, 545px\" \/><\/strong><\/li>\n<li data-aria-level=\"1\" data-aria-posinset=\"1\" data-font=\"Calibri Light,Times New Roman\" data-leveltext=\"%1.\" data-listid=\"19\">Or, select the image, move to the <strong>Picture Format <\/strong>tab and click\u00a0<strong>Alt Text<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-6309\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/Picture1.png\" alt=\"\" width=\"642\" height=\"344\" srcset=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/Picture1.png 642w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/Picture1-300x161.png 300w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/Picture1-65x35.png 65w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/Picture1-225x121.png 225w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/Picture1-350x188.png 350w\" sizes=\"auto, (max-width: 642px) 100vw, 642px\" \/><\/strong><\/li>\n<li data-aria-level=\"1\" data-aria-posinset=\"1\" data-font=\"Calibri Light,Times New Roman\" data-leveltext=\"%1.\" data-listid=\"19\">Enter a description in the dialogue box.<br \/>\n<strong><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-6599\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Screenshot-2024-02-12-at-13.10.12.png\" alt=\"\" width=\"321\" height=\"449\" srcset=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Screenshot-2024-02-12-at-13.10.12.png 321w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Screenshot-2024-02-12-at-13.10.12-214x300.png 214w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Screenshot-2024-02-12-at-13.10.12-65x91.png 65w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Screenshot-2024-02-12-at-13.10.12-225x315.png 225w\" sizes=\"auto, (max-width: 321px) 100vw, 321px\" \/><\/strong><\/li>\n<li data-aria-level=\"2\" data-aria-posinset=\"1\" data-font=\"Calibri Light,Times New Roman\" data-leveltext=\"%1.%2.\" data-listid=\"19\">If a graphic is purely decorative, check\u00a0<strong>Mark as Decorative.<\/strong><\/li>\n<\/ol>\n<p>To add alt text in PowerPoint online:<\/p>\n<ol>\n<li class=\"Paragraph SCXW256730502 BCX2\"><span class=\"TextRun SCXW153793639 BCX2\" lang=\"EN-CA\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW153793639 BCX2\">Select the image<\/span><\/span><\/li>\n<li class=\"Paragraph SCXW256730502 BCX2\"><span class=\"TextRun SCXW153793639 BCX2\" lang=\"EN-CA\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW153793639 BCX2\">Navigate to the\u00a0<strong>Picture\u00a0<\/strong>tab<\/span><\/span><\/li>\n<li class=\"Paragraph SCXW256730502 BCX2\"><span class=\"TextRun SCXW153793639 BCX2\" lang=\"EN-CA\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW153793639 BCX2\">Select\u00a0<strong>Alt Text\u00a0<\/strong>and enter your description in the\u00a0<strong>Title\u00a0<\/strong>field.\u00a0<\/span><\/span><span class=\"EOP SCXW153793639 BCX2\" data-ccp-props=\"true}\">\u00a0<\/span><\/li>\n<li>If the image is purely decorative, leave the\u00a0<strong>Title<\/strong>\u00a0field blank.<\/li>\n<\/ol>\n<h3><a id=\"figure\"><\/a>Figure Captions<\/h3>\n<p>Bizarrely, despite being Microsoft&#8217;s primary visual presentation medium, PowerPoint does not support adding figure captions. Instead, Microsoft recommends <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/insert-a-caption-for-a-picture-bb74994c-7f8b-457c-be85-92233177a356\">inserting a text box and grouping<\/a> it with the graphic.<\/p>\n<div class=\"textbox\">\n<p>From Microsoft:<\/p>\n<ol type=\"1\">\n<li>Use\u00a0<b class=\"ocpUI\">Insert<\/b>\u00a0&gt;\u00a0<b class=\"ocpUI\">Text Box<\/b>\u00a0to draw a box near the picture. (See\u00a0<a class=\"ocpArticleLink\" href=\"https:\/\/support.microsoft.com\/en-us\/office\/add-copy-or-delete-a-text-box-4d968daa-5c86-48f2-88fa-b65871966017\" data-bi-area=\"bkmk_other\" data-bi-type=\"anchor\">add a text box<\/a> for additional details.)<br \/>\n<img decoding=\"async\" class=\"fluentImage\" style=\"text-align: initial;font-size: 1em\" src=\"https:\/\/support.content.office.net\/en-us\/media\/70bad01c-6f3e-499e-88fc-2ac71b9edfab.png\" alt=\"Text Box button in the Text group\" \/><\/li>\n<li>Click inside the text box and type the text you want to use for a caption.<\/li>\n<li>Select the text. On the\u00a0<b class=\"ocpUI\">Home<\/b>\u00a0tab, use the\u00a0<b class=\"ocpUI\">Font<\/b>\u00a0options to style the caption as you want.<\/li>\n<li>Use Ctrl+click to select the picture and text box, and then on the\u00a0<b class=\"ocpUI\">Picture Format<\/b>\u00a0tab, in the\u00a0<b class=\"ocpUI\">Arrange<\/b>\u00a0group, select\u00a0<b class=\"ocpUI\">Group<\/b>\u00a0&gt;\u00a0<b class=\"ocpUI\">Group<br \/>\n<\/b><img decoding=\"async\" class=\"fluentImage\" style=\"text-align: initial;font-size: 1em\" src=\"https:\/\/support.content.office.net\/en-us\/media\/4c624920-2722-4c35-8f26-65cc6281b888.png\" alt=\"On the Picture Format tab, the grouping options are in the Arrange section.\" \/><\/li>\n<\/ol>\n<\/div>\n<p>Ensure textbox and graphic are in <a href=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/powerpoint-accessibility-2\/\">correct reading order<\/a>. If a graphic has a descriptive caption it can be marked as decorative in the alt text panel.<\/p>\n<hr \/>\n<p><span class=\"TextRun SCXW153793639 BCX2\" lang=\"EN-CA\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW153793639 BCX2\">The Office <\/span><\/span><strong><span class=\"TextRun SCXW153793639 BCX2\" lang=\"EN-CA\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW153793639 BCX2\">Accessibility Checker<\/span><\/span><\/strong><span class=\"TextRun SCXW153793639 BCX2\" lang=\"EN-CA\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW153793639 BCX2\"> will flag images that do not have alternative text.<\/span> <span class=\"NormalTextRun SCXW153793639 BCX2\">In the Accessibility pane, <strong>Missing object description<\/strong><\/span><\/span><span class=\"TextRun SCXW153793639 BCX2\" lang=\"EN-CA\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW153793639 BCX2\">\u00a0will appear as an error. You can select the\u00a0<\/span><span class=\"NormalTextRun ContextualSpellingAndGrammarErrorV2 SCXW153793639 BCX2\">drop down<\/span><span class=\"NormalTextRun SCXW153793639 BCX2\">\u00a0menu and choose\u00a0<strong>Add a description <\/strong>or right-click on the image and choose <strong>View Alt Text&#8230;<\/strong>\u00a0Do not rely on the automatically generated alt text, it is rarely useful. <\/span><\/span><\/p>\n<p>Review this Pressbooks&#8217; <a href=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/alternative-text\/\">chapter on Alternative Text<\/a> for more information.<\/p>\n<p>Add alternative text to simple charts but also include <a class=\"glossary-term\" aria-haspopup=\"dialog\" aria-describedby=\"definition\" href=\"#term_2535_2026\">table<\/a> data for complex charts and data sets. Best practice is to include table data adjacent to the chart, but <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/add-hyperlinks-to-a-location-within-the-same-document-1f24fc4f-7ccd-4c5f-87e1-9ddefb672e0e\">linking to the data elsewhere in the document<\/a> is also an effective method. Ensure the link text explains the destination.<\/p>\n<p>For more information, consult the following Microsoft support resources:<\/p>\n<p><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/add-alternative-text-to-a-shape-picture-chart-smartart-graphic-or-other-object-44989b2a-903c-4d9a-b742-6a75b451c669#PickTab=Windows\">Add alternative text to a shape, picture, chart, SmartArt graphic, or other object<\/a><\/p>\n<p><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-your-powerpoint-presentations-accessible-to-people-with-disabilities-6f7772b2-2f33-4bd2-8ca7-dae3b2b3ef25#bkmk_winalttext\">Add alt text to visuals in PowerPoint<\/a><\/p>\n<p><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/video-improve-image-accessibility-in-powerpoint-2e7fdfc4-1fa5-4092-be4b-8a4ca592197c\">Video: Improve image accessibility in PowerPoint<\/a><\/p>\n<h2><a id=\"images\"><\/a>Images and Graphics<\/h2>\n<p>Apart from adding effective <a class=\"glossary-term\" aria-haspopup=\"dialog\" aria-describedby=\"definition\" href=\"#term_2535_1161\">alt text<\/a> to images, there are a few additional considerations for visual elements in PowerPoint presentations.<\/p>\n<div class=\"twocolumn\">\n<p>Take note of groups of images:<\/p>\n<ol>\n<li>Click and drag to select the images or hold <strong>Control<\/strong>\u00a0and click each image<\/li>\n<li>Right-click and select <strong>Group &gt; Group<\/strong><\/li>\n<li>Right click on grouped image and select <strong>Edit Alt Text&#8230;<\/strong><\/li>\n<\/ol>\n<p><iframe id=\"kaltura_player\" title=\"Grouping Images in PowerPoint\" src=\"https:\/\/api.ca.kaltura.com\/p\/138\/embedPlaykitJs\/uiconf_id\/23450656?iframeembed=true&amp;entry_id=0_ot5bfxzc&amp;config%5Bprovider%5D=%7B%22widgetId%22%3A%220_8ak16zxn%22%7D&amp;config%5Bplayback%5D=%7B%22startTime%22%3A0%7D\" style=\"width: 400px;height: 285px;border: 0;\" allowfullscreen=\"allowfullscreen\" sandbox=\"allow-downloads allow-forms allow-same-origin allow-scripts allow-top-navigation allow-pointer-lock allow-popups allow-modals allow-orientation-lock allow-popups-to-escape-sandbox allow-presentation allow-top-navigation-by-user-activation\"><\/iframe><\/p>\n<\/div>\n<p><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/group-or-ungroup-shapes-pictures-or-other-objects-a7374c35-20fe-4e0a-9637-7de7d844724b#:~:text=Press%20and%20hold%20CTRL%20while,to%20enable%20the%20Group%20button.\">Group or ungroup shapes, pictures, or other objects.<\/a><\/p>\n<h3>Graphs and Charts in PowerPoint<\/h3>\n<ul>\n<li>Do not include photos of charts or graphs, insert them properly via <strong>Insert<\/strong> tab &gt; <strong>Chart<\/strong> dropdown<\/li>\n<li data-aria-level=\"1\" data-aria-posinset=\"1\" data-font=\"Symbol\" data-leveltext=\"\uf0b7\" data-listid=\"10\">A concise and meaningful title or caption helps all readers\n<ul>\n<li data-aria-level=\"1\" data-aria-posinset=\"1\" data-font=\"Symbol\" data-leveltext=\"\uf0b7\" data-listid=\"10\">Add alt text to graphs and charts\u00a0but also include <a class=\"glossary-term\" aria-haspopup=\"dialog\" aria-describedby=\"definition\" href=\"#term_2535_2026\">table<\/a> data for complex charts and data sets. Best practice is to include table data adjacent to the chart, but <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/add-hyperlinks-to-a-location-within-the-same-document-1f24fc4f-7ccd-4c5f-87e1-9ddefb672e0e\">linking to the data elsewhere in the document<\/a> is also an effective method. Ensure the link text explains the destination.<\/li>\n<\/ul>\n<\/li>\n<li data-aria-level=\"1\" data-aria-posinset=\"2\" data-font=\"Symbol\" data-leveltext=\"\uf0b7\" data-listid=\"10\">Do not rely on colour alone to distinguish data. Use symbols or different line styles. Include a legend<\/li>\n<li data-aria-level=\"1\" data-aria-posinset=\"3\" data-font=\"Symbol\" data-leveltext=\"\uf0b7\" data-listid=\"10\">Apply data and axis labels by selecting your graph or chart and navigating to <strong>Chart Design<\/strong> tab and selecting <strong>Add Chart Element<\/strong> dropdown<\/li>\n<li data-aria-level=\"1\" data-aria-posinset=\"4\" data-font=\"Symbol\" data-leveltext=\"\uf0b7\" data-listid=\"10\">Provide alternative formats, such as a table of data plotted via chart\n<ul>\n<li data-aria-level=\"1\" data-aria-posinset=\"4\" data-font=\"Symbol\" data-leveltext=\"\uf0b7\" data-listid=\"10\">\u200b\u200b\u200b\u200b\u200b\u200b\u200bFor a chart or graph, provide data in table form beside the element. If size and spacing is a concern, place the data in another slide or document and provide a link near the chart or graph.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h2><a id=\"captions\"><\/a>Closed Captions and Transcripts<\/h2>\n<p>Ensure embedded media has text equivalents. Videos must have <a class=\"glossary-term\" aria-haspopup=\"dialog\" aria-describedby=\"definition\" href=\"#term_2535_1164\">closed captions<\/a> and audio must have a <a class=\"glossary-term\" aria-haspopup=\"dialog\" aria-describedby=\"definition\" href=\"#term_2535_1884\">transcript<\/a>.<\/p>\n<p>To <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/add-closed-captions-or-subtitles-to-media-in-powerpoint-df091537-fb22-4507-898f-2358ddc0df18\" data-cke-saved-href=\"https:\/\/support.microsoft.com\/en-us\/office\/add-closed-captions-or-subtitles-to-media-in-powerpoint-df091537-fb22-4507-898f-2358ddc0df18\">add captions to a video in PowerPoint<\/a> they must be in .VTT format (3Play Media offers a free <a href=\"https:\/\/www.3playmedia.com\/services\/features\/captions-format-converter\/\" data-cke-saved-href=\"https:\/\/www.3playmedia.com\/services\/features\/captions-format-converter\/\">.SRT to .VTT conversion tool<\/a>).<\/p>\n<p>To add a .VTT caption file:<\/p>\n<ol>\n<li>Navigate to slide with video and select the video<\/li>\n<li>Via the <strong>Playback <\/strong>tab, click <strong>Insert Captions<\/strong>, and select <strong>Insert Captions<\/strong><\/li>\n<li>Select caption file and click <strong>Insert<\/strong><\/li>\n<\/ol>\n<p>However, best practice is to <a href=\"https:\/\/support.microsoft.com\/en-au\/office\/insert-a-video-from-youtube-or-another-site-8340ec69-4cee-4fe1-ab96-4849154bc6db#:~:text=In%20PowerPoint%2C%20go%20to%20the,Code%2C%20and%20then%20press%20Enter.\">embed a video<\/a> or link to the video hosted elsewhere. This will keep the size of the PowerPoint file down and provide for easier, more equitable distribution.<\/p>\n<p>Review <a href=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/closed-captioning-quick-guide\/\">closed captions best practices.<\/a><\/p>\n<h2><a id=\"links\"><\/a>Hyperlink Text<\/h2>\n<p>When linking to a website, use\u00a0<a href=\"https:\/\/support.microsoft.com\/en-us\/office\/video-create-accessible-links-in-word-28305cc8-3be2-417c-a313-dc22082d1ee0\">meaningful hyperlink text<\/a>. Linked text should be descriptive, concise, unique and visually distinct.\u00a0Do not use bare URLs. To learn more about writing link text, consult the\u00a0<a href=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/accessible-links\/\">accessible links chapter<\/a>\u00a0of this guide.<\/p>\n<p>Use PowerPoint&#8217;s default styling of blue font with underlined text for links.<\/p>\n<p>To add links in PowerPoint:<\/p>\n<ol>\n<li>Select the text you want to link<\/li>\n<li>Right-click and select <strong>Hyperlink<\/strong>\u00a0or press <strong>Control <\/strong>(<strong>Command <\/strong>on macOS) and <strong>K<\/strong><\/li>\n<li>Change the <strong>Text to Display<\/strong> text if necessary<\/li>\n<li>Paste the destination URL in the <strong>Address<\/strong> box<\/li>\n<\/ol>\n<p>You may have existing presentations that contain bare URLs. To update existing, bare URLS to accessible links:<\/p>\n<ol>\n<li>Right-click on the bare URL<\/li>\n<li>Select<strong><strong> Edit Hyperlink\u2026<\/strong><\/strong><\/li>\n<li>In the <strong>Text to display<\/strong> field, type a brief description of link destination.<\/li>\n<li>Click <strong>Ok<\/strong>.<\/li>\n<\/ol>\n<p>More <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-your-powerpoint-presentations-accessible-to-people-with-disabilities-6f7772b2-2f33-4bd2-8ca7-dae3b2b3ef25#bkmk_winhyperlinksaccessible\" target=\"_blank\" rel=\"noreferrer noopener\" data-cke-saved-href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-your-powerpoint-presentations-accessible-to-people-with-disabilities-6f7772b2-2f33-4bd2-8ca7-dae3b2b3ef25#bkmk_winhyperlinksaccessible\">information on hyperlink text in PowerPoint<\/a> can be found here.<\/p>\n<div class=\"glossary\"><span class=\"screen-reader-text\" id=\"definition\">definition<\/span><template id=\"term_2535_1161\"><div class=\"glossary__definition\" role=\"dialog\" data-id=\"term_2535_1161\"><div tabindex=\"-1\"><p>Alternative text is a text equivalent of graphics in a document or webpage. Alternative text is coded to be hidden visually, but read to a screen reader user.<\/p>\n<\/div><button><span aria-hidden=\"true\">&times;<\/span><span class=\"screen-reader-text\">Close definition<\/span><\/button><\/div><\/template><template id=\"term_2535_1303\"><div class=\"glossary__definition\" role=\"dialog\" data-id=\"term_2535_1303\"><div tabindex=\"-1\"><p>Assistive technology software that reads content aloud and helps blind and low vision users navigate and interact with their computers.<\/p>\n<\/div><button><span aria-hidden=\"true\">&times;<\/span><span class=\"screen-reader-text\">Close definition<\/span><\/button><\/div><\/template><template id=\"term_2535_2026\"><div class=\"glossary__definition\" role=\"dialog\" data-id=\"term_2535_2026\"><div tabindex=\"-1\"><p>Information presented in a grid format of rows and columns, generally to show a relationship between sets of data<\/p>\n<\/div><button><span aria-hidden=\"true\">&times;<\/span><span class=\"screen-reader-text\">Close definition<\/span><\/button><\/div><\/template><template id=\"term_2535_1164\"><div class=\"glossary__definition\" role=\"dialog\" data-id=\"term_2535_1164\"><div tabindex=\"-1\"><p>A text equivalent of audio content in a video, displayed synchronously. Closed captions are toggled on or off by viewers, as opposed to open captions that are burned into the video and always displayed.<\/p>\n<\/div><button><span aria-hidden=\"true\">&times;<\/span><span class=\"screen-reader-text\">Close definition<\/span><\/button><\/div><\/template><template id=\"term_2535_1884\"><div class=\"glossary__definition\" role=\"dialog\" data-id=\"term_2535_1884\"><div tabindex=\"-1\"><p>Transcription is the process of converting audio into written text. A transcript is a written record of all audio in media. Captions are synced to the content.<\/p>\n<\/div><button><span aria-hidden=\"true\">&times;<\/span><span class=\"screen-reader-text\">Close definition<\/span><\/button><\/div><\/template><\/div>","protected":false},"author":1655,"menu_order":4,"template":"","meta":{"pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":[],"pb_section_license":""},"chapter-type":[48],"contributor":[],"license":[],"class_list":["post-2535","chapter","type-chapter","status-publish","hentry","chapter-type-numberless"],"part":2518,"_links":{"self":[{"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/pressbooks\/v2\/chapters\/2535","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/wp\/v2\/users\/1655"}],"version-history":[{"count":25,"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/pressbooks\/v2\/chapters\/2535\/revisions"}],"predecessor-version":[{"id":10343,"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/pressbooks\/v2\/chapters\/2535\/revisions\/10343"}],"part":[{"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/pressbooks\/v2\/parts\/2518"}],"metadata":[{"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/pressbooks\/v2\/chapters\/2535\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/wp\/v2\/media?parent=2535"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/pressbooks\/v2\/chapter-type?post=2535"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/wp\/v2\/contributor?post=2535"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/wp\/v2\/license?post=2535"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}