Accessible presentations

Everyone should be able to access information in a presentation, regardless of disability or functional variation.

Creating accessible presentations doesn't have to be difficult or time-consuming, as long as you know how and create your presentation in our accessible Office templates.

Download the Office templates

Make sure you download the latest version of the Office templates to your computer. In PowerPoint you can choose between the templates Stockholm University - Light and Stockholm University - Dark.

Download to PC (SUA computer)

1. Open Software Center.
2. Download the latest version of the Office templates, which you can find under Applications.
3. Once the templates are installed, you will find them under Templates, on the far left of the PowerPoint toolbar.

Download to Mac (SUA computer)

1. If you have Office templates installed previously, you must first uninstall the old templates:
   - When in Finder, click Go –> Go to Folder… at the top of the menu bar, or click [shift + cmd + G].
   - Copy and paste this path ~/Library/Group Containers/UBF8T346G9.Office/User Content/Templates.
   - Delete the templates in that folder.
2. Open Workplace Service/Self service.
3. Under “Office applications”, click “Install” under “v1.2-SU-Templates Office”.

No SUA computer

1. Log in to the Media Bank.
2. Search for “ Office ”, and the folders should appear in the search results.
3. Download the installation package, either for PC or MAC.
4. Open the installation package and follow the instructions.

Instructions in the template

The first thing you'll see when you open the template you've chosen are three hidden pages with instructions and tips. Use them as support!

The first page contains information about layout, colors and fonts, that is, how to follow Stockholm University's graphic profile.

The second page contains information about formats and images.

The third page contains basic information about how to make your presentation accessible.

Customize the layout

You can customize the layout of the selected template to fit your content. You can choose different layouts for different parts of the presentation. For example, you can change the image on the first page of the presentation, divide a page into two columns of content, add a chapter page or a quote.

There are two ways to customize the layout:

Option 1

1. Go to the Home Menu and click Slide Layout in the Slides section.
2. Select the desired layout from the options displayed.

Option 2

1. Right-click on the slide you want to change the layout of.
2. Click Layout.
3. Select the desired layout from the options displayed.

Headings

Give each slide a unique title. This helps users navigate the presentation. Even if a specific slide doesn't usually have a visible title (see the "Blank" layout, for example), there is a Heading placeholder outside the page where you should fill in a Heading that briefly describes the page's content.

Textual content

When creating text in your presentation, consider both oral presentation and self-study. The goal is for all text to be easy to remember, regardless of how the presentation is used.

During oral presentation

• Minimize the amount of text: Avoid long paragraphs. Too much text makes it difficult for listeners to listen and read at the same time, leading to loss of focus and fatigue.
• Use short bullet points: Focus on key words and short phrases. Develop the content orally during the presentation.
• Use notes: Use PowerPoint's notes field for your speech script. The audience only sees the presentation, not your notes.

When sharing or publishing

• Add more information: If the presentation is to be read independently, make sure the text is detailed enough to convey the message without your verbal explanation.
• Consider notes as a supplement: Attach your notes or a transcription to provide additional context and detail.

Images and illustrations

When you insert images or shapes into your presentation, there are a few things you need to keep in mind to make them accessible to everyone:

Insert image or illustration

To make your presentation accessible, it is important that you insert images or illustrations into the content boxes provided in the template. This will ensure that the reading order is correct and the content follows the same logical structure as for the person viewing the presentation.

Alternative text

Images that complement and explain the content should have alternative text (alt text). The alt text is not visible, but is read out to people using technical aids such as screen readers.

• Right-click on the image.
• Select View Alt text.
• Make a short description of what the image should convey.
  • Write a maximum of 40-70 characters or 15 words.
  • Avoid "The image shows" or similar, as the screen reader already tells you that the format is an image.
• End with a period (.).

You can also check and add alt texts by clicking Review and Check Accessibility. In the Screen Reader section, click Alt Text to bring up the Alt Text box. Here you can check all of your images and illustrations.

Decorative images

Images that are purely decorative and do not help explain the content should not have alt text. Check the Mark as decorative box under Show Alt Text.

You can also mark images as decorative by clicking Review and Check Accessibility. In the Screen Reader section, click Mark as Decorative and the image on the page will be marked as decorative.

Generate alt text for me

In the Alternative Text box you have the option to generate an automatic alt text using AI. Unfortunately, this often works poorly and the alt text that is generated is rarely helpful to the person who needs it.

If you choose to automatically generate an alt text for your image, you need to make sure that it really describes what the image is supposed to convey and does not start with "An image that shows".

Contrast

The template is created with accessibility and our graphic profile in mind, so do not change the colour of the text.

In order for everyone to be able to see the content of your presentation, it is important that you have high contrast between, for example, the background and text.

Avoid placing text directly on an image. This reduces contrast and makes it harder to read the text. Instead, add a background color to the text box. The text is now placed on a tinted plate to maintain high contrast and readability.

This is how you do it:

• Right-click on the text box.
• Go to Format Shape and Shape Options.
• Click the Fill & Line icon.
• Under Fill, select Solid fill.
• Choose a colour that creates high contrast between the text and the background.

Subtitle video and transcribe audio tracks

All videos must have proper subtitles/captioning. This is crucial for the hearing impaired and for those watching the video without sound.

Videos should not automatically play when the image is displayed. Let the user decide when the video should start.

Audio interpretation

If the video contains important visual information that is not conveyed through the audio track (for example, plot, graphs, on-screen text), audio interpretation is needed.

Audio interpretation describes what happens visually during natural pauses in dialogue.

Use animations with caution

Use animations with a sense of judgement. Ask yourself: ‘Does this animation enhance the understanding of my message for all listeners, or does it risk creating barriers?’ If you're not sure, it's almost always best to leave it out.

Tip!

• Use animations moderately, only when they add significant value. Avoid decorative animations that do not contribute to understanding.
• Avoid animations that can trigger seizures (photosensitive epilepsy).
• Choose simple, smooth animations (e.g. fade in/out) over fast or rotating effects. Slower is better.
• Ensure that animated objects are read in the correct order by screen readers. See instructions on how to check this under the heading Check the reading order.

Links

Descriptive links are essential for all users, especially those using screen readers, to understand where a link leads. By using descriptive link text, you make your presentation easier to navigate and understand for everyone.

Be specific

Instead of generic phrases like "Read more" or "Click here," use text that clearly describes the link's destination.

Avoid full URLs

Never display the entire web address (URL) as link text unless it is absolutely necessary to understand the content (for example, when listing references where the URL itself is important information). Long URLs are read out character by character by screen readers, which is tiring and pointless.

Include context

Make sure that the link text has enough context so that it is understandable even if read in isolation from surrounding text. Screen reader users often choose to simply hear a list of all the links on a page.

Some examples

Example 1:

• Avoid : Click here for the syllabus
• Use instead : Syllabus for Introduction to Sociology

• Why? Tells exactly what the link leads to.

Example 2:

• Avoid : Read more about admission requirements.
• Use instead : Admission requirements for master's programs in economics.
• Why? Specific and informative.

Example 3:

• Avoid : See our opening hours.
• Use instead : Student guidance opening hours and contact information.
• Why? Clarify the content and who is the sender.

Check accessibility

When the presentation is ready, you can check the accessibility using PowerPoint's own tools. You find Check Accessibility under the Review tab. The tool won't find all errors, but it will get you a good step in the right direction.

Check the reading order

Under Check Accessibility, you can also check that all parts of your presentation are read in the correct order by a screen reader. Click on Reading Order Pane in the Screen Reader section and check the reading order slide by slide. The reading order should always be the same as for the person viewing the presentation.

Save as an accessible pdf

Before you publish or distribute your presentation, you can save it as an accessible PDF. To save as an accessible PDF, follow these steps:

1. Select File and Save As.
2. Choose where to save the PDF.
3. Select PDF as the file format under Save as type.
4. Click the Options button and make sure the Document Properties and Show Document structure tags för accessability boxes are checked.
5. Click OK and save the PDF.