-
Use Built-In Layouts
Using a structured layout from the start lays the foundation for a fully accessible presentation. Google Slides offers predefined slide layouts such as “Title Slide,” “Title and Content,” or “Section Header.” These serve as design templates and provide an underlying semantic structure that screen readers rely on to interpret the content correctly.
Why it Matters:
- Custom text boxes and non-standard layouts can confuse screen readers, leading to a poor experience for users with visual impairments.
- Standard layouts preserve the reading order and ensure consistency across slides.
Best Practices:
- Use the “Title” and “Content” layout instead of inserting standalone text boxes.
- Avoid altering the reading order with overlapping elements or floating graphics.
-
Make Your Slide Titles Descriptive
Think of your slide titles as chapter headings in a book. They should guide the user through the content logically. Hence, each slide should have a unique title that clearly describes the topic or content being presented. For screen reader users, these act as navigational anchors. When the slide titles are well-described, they become more accessible to people using assistive technologies.
Why it Matters:
- Learners using assistive technology often rely on slide titles to jump between sections or revisit specific content.
- Duplicate or vague titles (e.g., “Slide 1” or “Overview”) hinder navigation.
Tips:
- Make titles specific: instead of “Introduction,” use “Introduction to Sustainable Design Principles.”
- Avoid reusing titles across multiple slides unless absolutely necessary.
-
Add Alt Text to Visuals
Alt text (alternative text) describes the content or function of visual elements such as images, charts, diagrams, and infographics. It ensures visually impaired users can understand and engage with the visual content through screen readers.
How to Add Alt Text in Google Slides:
- Right-click on the image.
- Select “Alt text.”
- Enter a concise but meaningful description.
Best Practices:
- Describe the function or key information in the image.
- Avoid saying “Image of” or “Picture of” since screen readers announce that it’s an image regardless of whether you write it or not.
- Decorative images can be marked as such or skipped to avoid clutter.
Read more about alt text: https://www.continualengine.com/blog/alt-text-on-images/
-
Maintain Clear and Concise Content
When it comes to accessibility, clarity is key. Content that is overly complex or wordy can overwhelm users, especially those with cognitive or learning disabilities.
Best Practices:
- Break information into bullet points or numbered lists.
- Use plain language and avoid technical jargon unless it’s explained.
- Keep sentences short and focused on one idea at a time.
Example:
Instead of writing “Utilizing structured document architecture is essential for enhancing the comprehension of content by screen reader users.”
Try:
“Using built-in layouts helps screen readers understand your slide content.”
-
Structure Lists Appropriately
When listing information, use the built-in bullet or numbering tools in Google Slides rather than manually typing dashes, numbers, or symbols.
Why it Matters:
- Assistive technologies interpret structured lists correctly, allowing users to understand sequence and hierarchy.
- Manually formatted lists may be read as a single block of text, losing clarity and meaning.
Tips:
- Use numbered lists for steps or procedures.
- Use bullets for unordered information.
- Indent sub-points instead of using visual markers like arrows or tabs.
-
Ensure Multimedia Accessibility
Videos and audio elements should be usable by all learners, regardless of hearing or visual abilities.
How to Make Media Accessible:
- Use closed captions for all spoken content, including background voices or sound effects.
- Provide a text version of the video/audio content.
- For complex visuals, consider audio narration that describes what is happening on screen.
- Autoplay can disorient users and interrupt screen reader flow. Hence, avoid it as much as you can.
Read our blog on video accessibility: https://www.continualengine.com/blog/video-accessibility/
-
Ensure Readable Text Formatting
Accessible formatting enhances comprehension and ensures your message reaches everyone. Text visibility plays a critical role in this accessibility feature. Improper font choices, poor color contrast, or small font sizes can render text unreadable for users with visual impairments or color blindness.
Best Practices:
- Use clean, sans-serif fonts like Arial, Calibri, or Verdana.
- Ensure text is at least 18pt for body text and larger for headings.
- Maintain a contrast ratio of at least 4.5:1 between text and background.
- Avoid italics, underlined body text, or all caps, as they can reduce legibility.
-
Avoid Using Blank Slides
Empty slides or placeholder content can be confusing or frustrating for users navigating with assistive tools. Think of each slide as an intentional step in your story, and not just a filler.
Why it Matters:
- Blank or unfinished slides may be interpreted as contentless or broken.
- Placeholder text, like “Insert your text here”, may be read aloud, causing unnecessary confusion.
Best Practices:
- Remove any unused slides before sharing.
- Always replace placeholders with meaningful content or delete them.
-
Use Clear and Descriptive Link Text
Clear text used in hyperlinks helps users understand exactly where the link will take them, increasing usability and trust. Hence, hyperlinks must make sense on their own, especially for users who rely on screen readers, which often list links out of context.
Best Practices:
- Avoid “Click here” or “More information.” Instead, use “Watch our video on remediating PDF documents” or “Download PREP’s Accessibility Checker Guide.”
-
Test Accessibility
Once your slides are complete, they should be tested for accessibility issues. Testing ensures your efforts meet compliance standards like WCAG 2.1 and Section 508. You can either run a manual check or use tools like PREP for an AI-enabled, effortless accessibility evaluation.
Manual Checks:
To review your Google Slides for accessibility, you can run manual checks by:
- Navigating the presentation using only a keyboard (Tab, Shift+Tab).
- Using a screen reader (e.g., NVDA, VoiceOver) to check reading order and element labeling.
- Reviewing font sizes, contrast, and logical sequence.
Automated Testing with PREP:
For slides exported as PDFs, PREP offers a robust accessibility checker that:
- Scans for tagging issues and reading order problems.
- Identifies missing alt text or contrast violations.
- Generates reports for quick remediation.
