People with a visual impairment may need an alternative way of accessing the information conveyed by images and other non-textual objects (e.g., charts).
A meaningful description of Pictures, Clip Art, Shapes, Smart Art objects, and Charts is required in order to provide this information. These object types are shown in the Illustrations group, part of the Insert tab in the PowerPoint ribbon.
Note: Objects are often included on slides for decorative purposes. To be handled correctly in PDF, such objects must be marked as “artifacts” (see CommonLook Office Techniques, below). Placing objects on PowerPoint templates ensures they will be marked as artifacts.
The following sections illustrate the techniques available in MS PowerPoint and CommonLook Office for adding alternative text to non-textual objects.
|Adding alternative text in PowerPoint 2007||Adding alternative text in PowerPoint 2010|
|Double-click on the object to display the Format tab.||Double-click on the object to display the Format tab.|
|Click on the little arrow in the Size group to bring up the Size dialog.||Click the little arrow in the Picture Styles group to display the Format Picture dialog.|
|Click on the Alt Text tab and provide a description of the selected picture, clip art, smart art, or chart. The description should communicate all relevant information about the object.||Click on the Alt Text tab and provide a description of the selected picture, clip art, smart art, or chart. The description should communicate all relevant information about the object. Be sure to fill the “Description” field.|
Shapes are typically used to create a more complex object (e.g., a flow chart). Before providing a textual description for a collection of Shapes, group them together to then provide one Alt. text.
To group a collection of shapes:
- Select all the items to be included in the group (this can be done by pressing the ctrl key as you select each of the shapes).
- Right click on one of the selected shapes.
- Select Grouping and then select Group.
- Once the shapes have been grouped, follow the directions given above for adding alternative text.
Artifacts are objects intended for purely cosmetic purposes (i.e., they don’t contribute information to the presentation). While PowerPoint includes no support for marking objects as artifacts, CommonLook Office makes this possible.
Use CommonLook Office to mark objects as artifacts or add textual descriptions to meaningful graphics through the Text Tags checkpoint.