Accessible Conversion of PowerPoint Documents To The Web

• Next
• Print this page

Edit for Accessibility

LecShare addresses common accessibility problems which occur when publishing presentations to the Web. These are the items whose accessibility can be edited within LecShare:

• Images
• Autoshapes
• Charts and Tables
• Slide Titles
• Item Order

Types of Alternative Text

Alternative text should be created for all graphics. There are three types of alternative text:

Alternative Attribute (Alt Tag)

An Alternative Attribute, sometimes referred to as an "Alt Tag", is a way to store brief alternative text descriptions for an image. Even though there is no limit on the number of characters allowed in an Alternative Attribute, they are usually only 8-10 words or less. The Alternative Attribute is stored directly in the HTML code in the web page.

Long Description

The Long Description attribute is a way to store alternative text descriptions that are usually longer than 8-10 words. The Long Description is stored in an external file that users can access when needed.

Null String (Decorative Image)

Sometimes an image does not need to have a textual description because the image does not convey any information. The image might simply be for decoration. Both the Alt Tag and the Long Description can be assigned a null string.

Editing Image Accessibility

1. To edit the image accessibility for an image, select the accessibility message in the right column of the Accessibility Viewer portion of the Editor Window.



2. The Image Preview window will open. Type in the alternative text.



3. Be sure to select the Alternative Text Type of either Alt Tag, Long Description of Decorative Image (null string). Review the types of alternative text for more information.



4. Select Done.

The Accessibility Viewer will update to show your alternative text in green to inidcate that it is now accessible.

NOTE: If you did not add alternative text in PowerPoint, LecShare will insert the file name for your alternative text. This will show in Lecture as "ALTERNATIVE TEXT OK" in green. You should still edit the alternative text so it has a brief decription.

Editing AutoShape Accessibility

PowerPoint AutoShapes are preset shapes such as circles, arrows, stars, and callouts that can contain text. You can add or edit alternative text to AutoShapes in the Autoshape Preview Window.

To edit the AutoShape accessibility is very similar to editing image accessibility:

1. Select the accessibility message in the right column of the Accessibility Viewer portion of the Editor Window and the Autoshape Preview Window will open.



2. Type in the AutoShape Text.
3. Type the Image's Alternative Text if appropriate
4. Select the Alternative Text Type. An Alternative Text Type of "Decorative Image" is recommended unless the image is conveying important information.
5. Select "Done"

The AutoShape Text will always appear after the image.

Editing Chart and Table Accessibility

LecShare will show accessibility information in yellow to prompt users to check the accessibility for tables because it requires human input to properly assess.

1. To access the Table Preview window select the accessibility message in the Accessibility Viewer:



2. This will bring up the Table Preview window:



Tables have a couple of requirements to be considered accessible. First, you must indicate if there are any row or column headers for a table. In other words, are there any headings or labels for the table. LecShare allows you to define both row and column headers and indicate how many of each there are. The second item is a table must include a description.

Charts must be presented as a data table. LecShare will automatically convert charts created in Microsoft Excel or PowerPoint to a data table for you.

NOTE: There is a known issue with some of PowerPoint 2007's pre-made table formats. LecShare sometimes does not recognize these as tables and instead thinks they are images. As a workaround, go back to PowerPoint (closing LecShare first) and:

1. Cut the table
2. Select on the slide outside of any pre-defined box (ie. select somewhere near the edge of the slide)
3. Paste the table
4. There should now be both a table and a pre-defined box. Delete the box and position the table as desired.
5. Save your file and close PowerPoint.
6. Re-open LecShare.

 

Editing Slide Titles for Accessibility

Each individual slide should have its own unique title.

1. To edit the titles select the area on the bottom row of the Slide Tray.



2. This will bring up the Slide Title editor.

8/14/09

3. To edit a slide title, select the slide title to edit, then select again to bring up a cursor to edit the title.
4. Select Done.

NOTE: Any edits you make to the slide titles will not change the way your slide appears in PowerPoint. LecShare uses a hidden title that only affects the output LecShare creates.

Changing the Order of Slide Items

LecShare allows you to change the order items on a slide are read for those that cannot access images. The order in which the items are listed in the left column is the order in which the items will be presented. To change the order the items will be presented:

1. Select the item you want to move in either the "#" or "Item" column to edit the order. Do not select in the right column since that will open the accessibility information.
2. Next, select either the "Up" or "Down" button to rearrange the order.
3. Continue doing this until the slide is arranged in the order you want.

NOTE: This does not effect the way the slide looks or behaves in PowerPoint, including transitions that may be attached to the items. This only effects the way LecShare exports your presentation.

For more information refer to the LecShare online documentation.

 

• Next