Accessibility Best Practices For PowerPoint Documents

Do...

• Use proper language markup; and
• Write one page in English and one page in French.

Don't...

• Do not place English and French side-by-side on the same page; and
• Do not mix one paragraph in English with one paragraph in French.

Do...

• Use plain language (TermiumPlus - Plain Language);
• Know your audience (A way with words);
• Choose straightforward vocabulary and simple structures; and
• Divide your text into main points and secondary points.

Don't...

• Do not confuse with oversimplified or condescending style;
• Avoid passive voice; and
• Do not write sentences of more than 20 words.

Do...

• Spell out acronyms the first time you use them; and
• Write them in uppercase.

Don't...

Do not add a period or an apostrophe to acronyms.

Do...

• Ensure that each slide has no more than six bullet points; and
• Confirm that each bullet point is no more than six words long.

Don't...

• Avoid using PowerPoint as a playbook, user guide, or when there is a large volume of text; and
• Avoid using complete sentences.

Do...

Use simple and brief transitions.

Don't...

Avoid more than one transition per slide.

Do...

• Format your text using built-in heading styles;
• Use proper heading levels in order (1-2-3); and
• Modify the style appearance to better fit your needs.

Don't...

• Avoid italic text;
• Avoid bold and underlined text as it simulates a hyperlink;
• Avoid more than one level 1 heading per page; and
• Avoid identical headings.

Do...

• Keep the white background; and
• Add “DRAFT” to the title page.

Don't...

• Avoid using shading or images for backgrounds; and
• Avoid watermarked images.

Do...

• At minimum use font size of 18 points for text;
• Use sufficient contrast between text and background (ratio 4.5:1);
• Choose sans-serif fonts, such as Arial, Helvetica, Verdana, or Century Gothic;
• Modify paragraph style to add space; and
• Use styles to structure text (Titles, Headings, bulleted lists and paragraphs).

Don't...

• Avoid using fully justified text;
• Avoid hyphenated text;
• Avoid runs of blank spaces, tabs, or carriage returns for formatting;
• Avoid using tables for formatting;
• Avoid large amounts of text in bold, italics, underlined, or all caps; and
• Avoid animated text.

Do...

• Use a simple layout structure;
• Define a header row for tables;
• Identify tables with a number for referral; and
• Add alternative text to the table.

Don't...

• Avoid merging and splitting cells;
• Avoid repeating text contained in the table in the alternate-text fields;
• Avoid blank formatting with cells, rows, or columns; and
• Avoid nested tables.

Do...

• Use sufficient contrast between text and background. Choose a contrast ratio of at least 3:1 for large text (18 pt. font); and
• Use a colour pattern in charts.

Don't...

Do not convey information by using colour alone.

Do...

• Ensure that alternative (Alt) text defines content and function;
• Label images with a figure number and refer to them by their number;
• Position all objects “in line with text”;
• Record descriptions of Infographics in a separate document (or an annex); and
• Add a data table for complex images such as charts.

Don't...

• Avoid repeating information from the document in an image’s alternate text;
• Avoid alternate text longer than 2 sentences;
• Do not rely solely on charts to convey information;
• Avoid referring to images by their appearance;
• Avoid using irrelevant expressions such as “image of” or “graphic of” in alternate text; and
• Avoid using images of text.

Do...

• Add closed captioning;
• Add AMI - Video Description; and
• Include a transcription.

Don't...

Avoid adding lengthy videos to prevent pause/stop due to buffering.

Do...

• Add descriptive text to hyperlinks (to show where they lead); and
• Ensure that hyperlink text is clear when “out of context”.

Don't...

Avoid hyperlink text such as “click here” and “link to”.

Do...

Check that the elements on each slide are presented in logical order (from top to bottom)