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Accessible PDFs from Powerpoint

Accessible PDFs are generally more accessible for reading than their respective source documents, such as Word or PowerPoint.

When exporting PDFs from Powepoint (PPT) the same principles apply as do when exporting PDFs from Word.

Accordingly, we recommend the “Accessible PDFs from Word” instructions for preparation and to deepen your understanding.

However, there are also clear differences:

  • Choice of PDF converter
  • Check reading order
  • Be careful with floating objects

In MS Office, use built-in resources whenever possible. This will increase the chance that your content will find its way into a PDF handout, not only visually but also as electronic text that can be read by assistive tech such as screen readers.

Use built-in layouts for new slides, but also for headings, lists and many more.

Screenshot: Process of adding a new silde from built-in layout selection
(1) Home > (2) Slides > (3) View Slide > (4) choose

In this sense especially avoid working with text boxes or other "floating objects".

Floating objects

For important informative content avoid floating objects such as 

  • Text boxes
  • SmartArt
  • WordArt
  • etc.  

Headings in Powerpoint

  • By default Powerpoint comes with no headings. Instead, the slides can be given titles. (Click to add title)
  • Make sure that each slide has a meaningful title that briefly and accurately describes the content that follows.

Instead of a large selection of heading levels, under Home in the Font area there is only one font that is converted to PDF as a heading: E.g. Arial (Headings).

In the title text field (Click to add title) as level 1 headings (H1) and in the normal text field as level 2 headings (H2).

Finer heading structures can be subsequently implemented in the PDF with Acrobat Pro: Remediating PDFs in Acrobat Pro

Lists

Make sure all lists are marked as lists. unnumbered (ul) or numbered (ol)

As everywhere, use built-in tools and layouts for lists in Powerpoint:

  • Home (tab) > Paragraph > choose Bullets or Numbering

Tables

Make sure all data tables come with table headers. In most cases this means that the table has both column and row headers.

  • Mark table > Table Design (tab) > check “Header Row” and “First Columns” checkboxes

Alternative texts are primarily designed for illustrations of all kinds. For images, graphics, charts, icons and symbols.

In PowerPoint it often makes sense to assign alternative texts for other contents and groupings of contents. For example, for complex diagrams, which consist of several objects.

The basic requirements for handling images are not discussed here. Refer to Text descriptions for images article on this platfrom.

Provide the images in your PPT documents with alternative texts, as follows:

  1. Right mouse click on the image
  2. Select “View Alt Text…” from overlay menu > side pane “Alt Text” appears (right)
  3. Enter alternative text in text field or
  4. Check “Mark as decorative” for purely decorative images

Alternative text on group of objects

In a multi-part illustration such as an organization chart, which consists of  individual components, an alternative text is usually sufficient for the overall image.

For this purpose

  1. All objects are selected
  2. Open overlay menu via Home (tab) > Drawing > Arrange
  3. The elements are grouped to one object by choosing "Group”
  4. This resulting object is then assigned a meaningful alternative text...

For screen reader users, there is only a more or less sensible sequential reading order through the different elements and object. From the beginning to the end of the slide

This reading order must be consciously and actively defined. Powerpoint itself has no idea of a "sensible" reading order.

Often a mixture of the layout and the order in which objects are added to the slide defines the resulting reading order.

Therefore

  • Actively define Reading Order using 
    1. the Reading Order Pane or 
    2. Selection Pane
  • Both tools for defining the reading order are closely linked to the order of overlaying floating layers. Dealing with floating objects is therefore very delicate.

Reading Order Pane

The reading order pane tool

  1. Review (tab)
  2. Check Accessibility
  3. Reading Order Pane

allows you to actively define the reading order of all elements on a slide by drag n drop (4.) as well as to mark them as “decorative”.

(first read element is top on list)

Selection pane

The Selection Pane tool

  1. Home (tab)
  2. Drawing
  3. Arrange
  4. Selection Pane…

allows you to actively define the reading order of all elements on a slide by drag n drop (5.).

(Warning: the first element read  is the last on the list)

Unlike the export from MS Word, the export as PDF via Acrobat PDFMaker (Acrobat converter) does not lead to the most accessible PDFs.

Accordingly, we do not recommend exporting PDFs from PowerPoint via the Acrobat tab (if available) nor via the Save as Adobe PDF function under File.

Instead from the File menu

  1. Choose "Save As"
  2. "More options..."
  3. Change "Save as type" to PDF (*.pdf)
  4. then open the Options... over and 
  5. Check the "Document structure tags for accessibility" checkbox

Due to the many aspects that need to be considered for the successful export of a PowerPoint document to PDF, including the export, we recommend purchasing the external page axesSlide software for a fee. 

According to the distributor: "axesSlide creates legally compliant, accessible PDF documents directly from Microsoft PowerPoint. Giving everyone access to the information during and after the presentations. 100% automated. No more reworking."

Unfortunately, there has not yet been a decision to make the software available ETH-wide.

If you are considering this purchase, please do not hesitate to contact us for advice and an introduction:

Checking your PDF from Powerpoint works the same way as when exporting a PDF from Word.

Therefore please read the instructions for installing and applying PAC on PDFs from Word.

Document title

Meaningful document titles are highly important for users of assistive tech, but very often ignored. Document titles are the first thing of a PDF document to be read by screen readers.

Add document title:

  1. Home (tab)
  2. Info
  3. Properties > Title

Document language

Make sure your document is set to the correct language. For spell check, but also for correct speech synthesis by screen readers.

Mark all slides in Outline View

  1. View (tab)
  2. Outline View
  3. [Ctrl] + [A] on slides pane

Set Language:

  1. Review (tab)
  2. Language
  3. Set Proofing Language
  4. (e.g.) English (UK)
  5. OK

As with all digital formats and technologies, the following aspects need to be considered with PDF from Powerpoint.

  • Pure font modifications such as bold, strikethrough, italics, etc. do not carry any semantic information. Crossed-out prices, for example, are not recognizable as not up-to-date!
  • Compliance with minimum requirements for the contrast ratio between text (or data points in charts) and background and caution when using colour. See Colours & Contrasts
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