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Authoring Techniques for Accessible Office Documents: Presentation Applications

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The Document Inspector feature of Office lets you check your document for hidden properties and personal information. As the co-authoring feature of.

At the time of testing (September 30, 2010), Keynote ’09 lacks several features that enable accessible office document authoring, most notably: the ability to add alternative text to images and objects, indicating natural language, quick styles or named styles, and change tracking. As a result, some of the other features that might otherwise support accessibility, such as its extensive templates are not as effective. In addition, Keynote ‘09 does not include an accessibility checking feature, which is a more advanced accessibility feature.

Editor’s note: In later versions of Keynote, users can add alt text to images and objects. Apple has added significant accessibility improvements to its iWork applications, but an accessibility checker is not a feature yet.

What’s an “Office Document”?

You should use these techniques when you are using Keynote ’09 to create documents that are:

Intended to be used by people (i.e., not computer code),
Text-based (i.e., not simply images, although they may contain images),
Fully printable (i.e., where dynamic features are limited to automatic page numbering, table of contents, etc. and do not include audio, video, or embedded interactivity),
Self-contained (i.e., without hyperlinks to other documents, unlike web content), and
Typical of office-style workflows (Reports, letters, memos, budgets, presentations, etc.).

If you are creating forms, web pages, applications, or other dynamic and/or interactive content, these techniques will still be useful to you, but you should also consult the W3C-WAI Web Content Accessibility Guidelines (WCAG 2.0) because these are specifically designed to provide guidance for highly dynamic and/or interactive content.

File Formats

The default file format for Keynote ‘09 is the native iWork format. In addition, Keynote ‘09 offers many other presentation processor and web format saving options. Most of these have not been checked for accessibility, but some information and/or instructions are available for the following formats in Technique 12:

MS PowerPoint (PPT)
PDF
HTML

Document Conventions

We have tried to formulate these techniques so that they are useful to all authors, regardless of whether they use a mouse. However, for clarity there are several instances where mouse-only language is used. Below are the mouse-only terms and their keyboard alternatives:

*Right-click: To right-click with the keyboard, select the object using the Shift+Arrow keys and then press either (1) the “Right-Click” key (some keyboard have this to the right of the spacebar) or Shift+F10.

Disclaimer and Testing Details:

Following these techniques will increase the accessibility of your documents, but it does not guarantee accessibility to any specific disability groups. In cases where more certainty is required, it is recommended that you test the office documents with end users with disabilities, including screen reader users. The application-specific steps and screenshots in this document were created using iWork Keynote ‘09 (ver.5.0.3(791), Mac OS X, Sept. 2010) and Keynote, version 9.1 (December 2019) while producing a document in the proprietary file format. Files are also easily saved as other file formats (see Technique 12).

All office documents start with a template, which can be as simple as a blank standard-sized page or as complex as a nearly complete document with text, graphics and other content. For example, a “Meeting Minutes” template might include headings for information relevant to a business meeting, such as “Actions” above a table with rows to denote time and columns for actions of the meeting. Because templates provide the starting-point for so many documents, accessibility is critical. If you are unsure whether a template is accessible, you should check a sample document produced when the template is used (see Technique 11). The default template for new documents in Keynote ‘09 is a blank presentation. If you are connected to the internet, you can access a variety of blank business presentation templates. These are all accessible by virtue of being blank. As well, you may create your own templates.

To create an accessible template

Go to menu item: File > New or File > New from Theme Chooser…
In the Theme Chooser dialog, select the White theme or select one of the other existing template designs
A new document in your selected template style will open
Ensure that you follow the techniques in this document
When you are finished you should also check the accessibility of the document (see Technique 11)
Go to menu item: File > Save Theme…
In the Save As box, type a name for the template. Using a descriptive template name (e.g. “Accessible Memo Template”) will increase the prominence of the accessibility status.
Specify a folder in which to save your template. Note: By default, it will be saved in your home folder in Library/Application Support/iWork/Keynote/Templates/My Templates pane of the Template Chooser. To save the template in a different location than the default, create a new folder in the Templates folder. The folder name is then used as a template category in the Template Chooser.
Click Save

To select an accessible template

Note: Only use these steps if you have an accessible template available (e.g. that you previously saved). Otherwise, simply open a new (blank) document.

Go to menu item: File > New from Theme Chooser…
In the Template Chooser dialog, select My Templates from the left pane
Select your accessible template and click Choose

At this time, it is not possible to manually indicate the natural language for specific slides or sections of text in Keynote ‘09. As well, it is not possible to change the natural language of the document itself from the default language. [Tested: September 30th, 2010]

Editor’s note: In later versions of Keynote, users are able to set a presentation’s language.

Choose File > Advanced > Language & Region (from the File menu at the top of your screen).
In the dialog that appears, click the pop-up menus and choose a language and a region.
Note: You can’t change this setting for a shared presentation.
Click OK.

For more details, see how to change a presentation’s language and formatting.

In order for assistive technologies (e.g., screen readers) to be able to present your document accurately, it is important to indicate the natural language of the document. If a different natural language is used for a paragraph or selected text, this also needs to be clearly indicated.

3.1 Use Built-In Slide Layouts

Instead of creating each slide in your presentation by starting from a blank slide, check whether there is a suitable built-in layout. Note: The built-in layouts can be more accessible to users of assistive technologies because they technologies sometimes read the floating items on the slide in the order that they were placed on the slide. The built-in layouts have usually taken this into account (e.g., “Title” first followed by other items, left to right and from top to bottom). If you create slide layouts from scratch, it is sometimes difficult to keep track of the order elements were placed. Note: Each slide in Keynote ’09 is derived from a Master Slide (Technique 3.2) applying “true layouts” requires that you use Master Slides that are accessible and appropriately designed for your purposes.

3.2 Customize Using Master Slides

If a layout must be customized, it is recommended that Master Slides be used. Every slide layout in a presentation is defined by its master slide. A master slide determines the formatting style for various elements of the slide layout. This includes font styles, character formatting, and the positioning of elements. Essentially, each master slide acts as a design template for the slide layout. If you edit any aspect of the slide layout in the master slide, the change will affect all slides that were created based on it. For this reason, it is good practice to edit the master slide and use the slide layouts before building individual slides. It is essential that you create and use master slides that meet the accessibility requirements outlined in this document.

To create or customize a master slide

Select the slide Note: To design a master slide from scratch, select a blank slide to start with. Otherwise, select a slide that resembles how you would like your slide to look and be sure to modify the slide characteristics to align with accessibility guidelines in this document.
Go to menu item: View > Show Master Slides
In the Master Slide Navigator in the left pane, select the Master Slide Layout you would like to modify
Customize the master slide to suit your needs (e.g., define placeholders for text, change background elements, add alignment guides, and more) ensuring that your changes meet accessibility requirements

To define default attributes of text and objects

Select the slide Note: To design a master slide from scratch, select a blank slide to start with. Otherwise, select a slide that resembles how you would like your slide to look and be sure to modify the slide characteristics to align with accessibility guidelines in this document.
Go to menu item: View > Show Master Slides
In the Master Slide Navigator in the left pane, select the Master Slide Layout you would like to define default attributes for
In the Toolbar, click the element type (e.g., text box, shapes, table, charts)
In the Formatting bar, format the element ensuring that it meets accessibility guidelines outlined in this document
To make the element a default for your current master slide, go to menu item: Format > Advanced > Define (element type) for Current Master Note: To make the element a default for all master slides, go to menu item: Format > Advanced > Define (element type) for All Masters

Many presentation applications create content composed almost exclusively of “floating” objects. This means that they avoid the transitions between in-line content and secondary “floating” objects (text boxes, images, etc.) that can cause accessibility issues in word processors. However, when you are working with “floating” objects, it is important to remember that the way objects are positioned in two dimensions on the screen may be completely different from how the objects will be read by a screen reader or navigated using a keyboard. The order that content is navigated sequentially is called the “Tab Order” because often the “Tab” key is used to navigate from one “floating” object to the next.

Tips for setting a logical “tab order” for “floating” objects

The tab order of floating objects is usually from the “lowest” object on the slide to the “highest”.
Because objects automatically appear “on top” when they are inserted, the default tab order is from the first object inserted to the last. However, this will change if you use features such as “bring to front” and “send to back”.
The slide’s main heading should be first in the tab order.
Headings should be placed in the tab order immediately before the items (text, diagrams, etc.) for which they are acting as a heading.
Labels should be in the reading order placed immediately before the objects that they label.
For simple slide layouts, it may be possible to simply insert objects in a logical tab order.
For more complex layouts, it may be easier to simply to create the slide as usual and then set the tab order (see below).

To set the tab order

Select the object
Go to menu item: Arrange > Bring Forward, Bring to Front, Send Backward or Send to Back

A useful aspect of presentation applications is the facility to add notes to slides, which can then be read by assistive technologies. You can use these slide notes to explain and expand on the contents of your slides in text format. Slide notes can be created as you build your presentation.

To add notes to your slides

Go to menu item: View > Show Presenter Notes
In the pane at the bottom of the window (below the slide), enter notes to accompany each slide

At this time, Keynote ’09 does not offer a mechanism which enables the user to add alternative text descriptions to images or objects. [Tested: September 28, 2010]

Editor’s note: For later versions of Keynote, users can add alternative text descriptions for images and objects.

Select the image and go to the Format side bar. Click on the image tab.
Click the Description text box, then enter your text.

For more details, see the section on how to add an image description on the Keynote User Guide for Mac.

When using images or other graphical objects, such as charts and graphs, it is important to ensure that the information you intend to convey by the image is also conveyed to people who cannot see the image. This can be accomplished by adding concise alternative text of each image. If an image is too complicated to concisely describe in the alternative text alone (artwork, flowcharts, etc.), provide a short text alternative and a longer description as well.

Tips for writing alternative text

Try to answer the question “what information is the image conveying?”
If the image does not convey any useful information, leave the alternative text blank
If the image contains meaningful text, ensure all of the text is replicated
Alternative text should be fairly short, usually a sentence or less and rarely more than two sentences
If more description is required (e.g., for a chart or graph), provide a short description in the alternative text (e.g., a summary of the trend) and more detail in the long description, see below
Test by having others review the document with the images replaced by the alternative text

Tips for writing longer descriptions

Long descriptions should be used when text alternatives (see above) are insufficient to answer the question “what information is the image conveying?”
In some situations, the information being conveyed will be how an image looks (e.g., an artwork, architectural detail, etc.). In these cases, try to describe the image without making too many of your own assumptions.
One approach is to imagine you are describing the image to a person over the phone
Ensure that you still provide concise alternative text to help readers decide if they are interested in the longer description

Alternatively, you can include the same information conveyed by the image within the body of the document, providing the images as an alternate to the text. In that case, you do not have to provide alternate text within the image.

7.1 Tables

When using tables, it is important to ensure that they are clear and appropriately structured. This helps all users to better understand the information in the table and allows assistive technologies (e.g., screen readers) to provide context so that the information within the table can be conveyed in a meaningful way.

Tips for tables

Only use tables for tabular information, not for formatting.
Use “real tables” rather than text formatted to look like tables using the TAB key or space bar. These will not be recognized by assistive technology.
Keep tables simple by avoiding merged cells and dividing complex data sets into separate smaller tables, where possible.
If tables split across pages, set the header to show at the top of each page. Also set the table to break between rows instead of in the middle of rows.
Create a text summary of the essential table contents. Any abbreviations used should be explained in the summary.
Table captions or descriptions should answer the question “what is the table’s purpose and how is it organized?” (e.g., “A sample order form with separate columns for the item name, price and quantity”).
Table cells should be marked as table headers when they serve as labels to help interpret the other cells in the table.
Table header cells labels should be concise and clear.
Ensure the table is not “floating” on the page (see Technique 4).

To set default table attributes

1. Go to menu item: View > Show Master Slides
2. Select a master slide from the Master Slides Navigator in the left pane
3. In the Toolbar, click Table
4. Select the table
5. Go to menu item: View > Show Inspector
6. In the Inspector dialog, select Table inspector
7. Click the Table tab
8. In the Headers & Footers section, select Choose the number of header columns or Choose the number of header rows drop-down menus
9. Select the number of headers
  Note: Limiting your table to one row or column of header will ensure your table remains clear and easy to interpret by assistive technologies.
10. Customize the other characteristics of your table through the other sections of the Table inspector dialog
11. To make the table a default for your current master slide, go to menu item: Format > Advanced > Define Table for Current Master
  Note: To make the table a default for all master slides, go to menu item: Format > Advanced > Define Table for All Masters Note: Defining the table as a default for all masters means that when you insert a Table element into any slide, it will display your preformatted characteristics (including appropriate headers)

7.2 Lists

When you create lists, it is important to format them as “real lists”. Otherwise, assistive technologies will interpret your list as a series of short separate paragraphs instead of a coherent list of related items.

To create an ordered or unordered list

Select the text box or highlight the text
Go to menu item: View > Show Inspector
In the Inspector dialog, click Text inspector
Click the Bullets tab
In the Bullets & Numbering section, click the drop-down menu and choose a bullet or numbering option
Customize the list style accordingly, ensuring your selections align with the guidelines in this document

7.3 Columns

Use Columns feature for placing text in columns. Note: Because columns can be a challenge for users of some assistive technologies, consider whether a column layout is really necessary.

7.4 Document Title

In case the document is ever converted into HTML, it should be given a descriptive and meaningful title.

To change the title of the current document

In the Toolbar, select Inspector
In the Inspector dialog, select the Document inspector button
Click the Spotlight tab
In the Title box, type a descriptive name for the document Note: The Title defined in the properties is different than the file name. It is also unrelated to the template name, discussed above.

Charts can be used to make data more understandable for some audiences. However, it is important to ensure that your chart is as accessible as possible to all members of your audience. All basic accessibility considerations that are applied to the rest of your document must also be applied to your charts and the elements within your charts. For example, use shape and color, rather than color alone, to convey information. As well, some further steps should be taken to ensure that the contents are your chart are appropriate labeled to give users reference points that will help them to correctly interpret the information.

To create a chart

Go to menu item: Insert > Chart
Select the type of chart you want to use
Update the Chart Data Editor with the data you would like to display
Close the Chart Data Editor

To add titles and labels

Select the chart
Go to menu item: View > Show Inspector
In the Chart Inspector, select Chart
Ensure the Show Title and Show Legend check boxes are selected
Select Axis
Under Value Axis (Y) and Category Axis (X), select Show Title and Show Value Labels from their respective drop-down menus

To change to a different predefined Chart Type

Select the chart
Go to menu item: View > Show Inspector
Select a chart type from the Choose a chart type drop-down menu

Other Chart Considerations

When creating line charts, use the formatting options to create different types of dotted lines to facilitate legibility for users who are color blind
When creating bar charts, it is helpful to apply texture instead of color to differentiate the bars
Change the default colors to a color safe or gray-scale palette
Use the formatting options to change predefined colors, ensuring that they align with sufficient contrast requirements (see Technique 9.2)

9.1 Format of Text

When formatting text, especially when the text is likely to be printed, try to:

Use font sizes between 12 and 18 points for body text.
Use fonts of normal weight, rather than bold or light weight fonts. If you do choose to use bold fonts for emphasis, use them sparingly.
Use standard fonts with clear spacing and easily recognized upper and lower case characters. Sans serif fonts (e.g., Arial, Verdana) may sometimes be easier to read than serif fonts (e.g., Times New Roman, Garamond).
Avoid large amounts of text set all in caps, italic or underlined.
Use normal or expanded character spacing, rather than condensed spacing.
Avoid animated or scrolling text.

But can’t users just zoom in? Office applications do typically include accessibility features such as the ability to magnify documents and support for high contrast modes. However, because printing is an important aspect of many workflows and changing font sizes directly will change documents details such the pagination, the layout of tables, etc., it is best practice to always format text for a reasonable degree of accessibility.

9.2 Use Sufficient Contrast

The visual presentation of text and images of text should have a contrast ration of at least 4.5:1. To help you determine the contrast, here are some examples on a white background:

Very good contrast (Foreground=black, Background=white, Ratio=21:1)
Acceptable contrast (Foreground=#767676, Background=white, Ratio=4.54:1)
Unacceptable contrast (Foreground=#AAAAAA, Background=white, Ratio=2.32:1)

Also, always use a single solid color for a text background rather than a pattern. In order to determine whether the colors in your document have sufficient contrast, you can consult an online contrast checker, such as:

9.3 Avoid Using Color Alone

Color should not be used as the only visual means of conveying information, indicating an action, prompting a response, or distinguishing a visual element. In order to spot where color might be the only visual means of conveying information, you can create a screenshot of the document and then view it with online gray-scale converting tools, such as:

GrayBit v2.0: Grayscale Conversion Contrast Accessibility Tool

Editor’s note: GrayBit v2.0 is no longer available. However, multiple tools can be found online: Google Search: gray-scale conversion tool.

9.4 Avoid Relying on Sensory Characteristics

The instructions provided for understanding and operating content should not rely solely on sensory characteristics such as the color or shape of content elements. Here are two examples:

Do not track changes by simply changing the color of text you have edited and noting the color. Instead use PowerPoint 2010’s “Track Changes” feature to track changes.
Do not distinguish between images by referring to their appearance (e.g., “the bigger one”). Instead, label each image with a figure number and use that for references.

9.5 Avoid Using Images of Text

Before you use an image to control the presentation of text (e.g., to ensure a certain font or color combination), consider whether you can achieve the same result by styling “real text”. If this is not possible, as with logos containing stylized text, make sure to provide alternative text for the image following the techniques noted above.

9.6 Avoid Transitions

Transitions between slides and elements in each slide (e.g., bullets in a list flying onto the screen) can be distracting to users with disabilities. It can also cause assistive technologies to read the slide incorrectly. For these reasons, it is best to avoid transitions altogether.

10.1 Write Clearly

By taking the time to design your content in a consistent way, it will be easier to access, navigate and interpret for all users:

Whenever possible, write clearly with short sentences.
Introduce acronyms and spell out abbreviations.
Avoid making the document too “busy” by using lots of whitespace and by avoiding too many different colors, fonts and images.
If content is repeated on multiple pages within a document or within a set of documents (e.g., headings, footings, etc.), it should occur consistently each time it is repeated.

10.2 Provide Context for Hyperlinks

Hyperlink text in your document should be meaningful when read out of context. To be an effective navigation aid, the link text should describe the destination of the link.

Consider the experience of screen reader users: Generally, screen readers generate a list of links, and screen reader users navigate this list alphabetically. Hyperlink text such as “click here” or “more” is meaningless in this context.

In order to be useful to someone using a screen reader, ensure that hyperlink text is self-describing and meaningful on its own. To make the address of hyperlink clear when printing, you may wish to include the address in brackets following the descriptive text of the hyperlink.

To edit hyperlink text

Enter the hyperlink
Go to menu item: View > Show Inspector
In the Inspector dialog, click Hyperlink inspector
In the Display box, enter the text you would like to display

10.3 Accessible Presentations

It is important to consider accessibility before, during, and after presentations. Below is a helpful link with guidance on how to make presentations accessible to all:

“How to Make Presentations Accessible to All” (Source: W3C-WAI Draft)

At this time, Keynote ’09 does not offer a mechanism to check for potential accessibility errors in your document prior to publishing. [Tested: September 30th, 2010] In order to get some indication of the accessibility of your document or template (see Technique 1), then you may consider saving the file into HTML or PDF in order to perform an accessibility check in one of those formats, as described below.

To evaluate HTML accessibility

If you wish to check the accessibility of your document or template (see Technique 1), one option is to save it into HTML format and use one of the web accessibility checkers available online. Such as:

To evaluate PDF accessibility

If you saved your document in tagged PDF format, you can use the following tools and steps to evaluate the accessibility of the PDF document:

PDF Accessibility Checker (PAC) – a free alternative provided by “Access for all”

To evaluate PDF accessibility in Adobe Acrobat Professional

Go to menu item: Advanced > Accessibility > Full Check…
In the Full Check dialog, select all the checking option
Select the Start Checking button

Editor’s note: For detailed instructions, see our section on how to check accessibility using Adobe Acrobat Professional.

In some cases, additional steps must be taken in order to ensure accessibility information is preserved when saving/exporting to formats other than the default.

To export to a different format

Go to menu item: Share > Export
Select the file format you would like to export
Customize the settings relevant to the selected file format
Click Next
In the Save As box, enter a descriptive file name
In the Where drop-down menu, specify the location you would like the exported file to be saved
Click Export

PDF

PDF documents are not always accessible. Accessible PDF documents are often called “Tagged PDF” because they include “tags” that encode structural information required for accessibility. To evaluate the accessibility of your PDF document, see Technique 11 (above).

To clean up your HTML file

Remove unnecessary styles, line breaks, etc.
Remove unnecessary id, class, and attributes
Remove font tags
Remove styles in the <head> tag
Ensure the <th> tags have a scope attribute
Remove <p> tags nested inside <th> and <td> tags
Check for accessibility (see Technique 11) Note: you may wish to use HTML editors or utilities to help with this process.

Disclaimer: This list is provided for information purposes only. It is not exhaustive and inclusion of an application or plug-in on the list does not constitute a recommendation or guarantee of results. The following accessibility related plug-ins and support are available for Keynote ‘09:

PowerTalk – an accessibility tool that provides a good approximation of how presentations will sound with a screen reader. [Editor’s note: Tool no longer available.]

If you are interested in what features are provided to make using Keynote ‘09 more accessible to users, documentation is provided in the Help system:

Go to menu item: Help
Enter your search term in the Search box

This document was produced as part of the Accessible Digital Office Document (ADOD) Project.

This project has been developed by the Inclusive Design Research Centre, OCAD University as part of an EnAbling Change Partnership project with the Government of Ontario and UNESCO (United Nations Educational, Scientific and Cultural Organization).

Source:Authoring Techniques for Accessible Office Documents: iWork Keynote ’09 by the Inclusive Design Research Centre (IDRC) used under CC-BY-SA 3.0.

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Because add-ins are developed using HTML and JavaScript, they are designed to work across platforms, but there might be subtle differences in how different browsers render the HTML. This article describes how to debug add-ins running on a Mac.

Debugging with Safari Web Inspector on a Mac

If you have add-in that shows UI in a task pane or in a content add-in, you can debug an Office Add-in using Safari Web Inspector.

To be able to debug Office Add-ins on Mac, you must have Mac OS High Sierra AND Mac Office version 16.9.1 (build 18012504) or later. If you don't have an Office Mac build, you can get one by joining the Microsoft 365 developer program.

Powerpoint For Mac Document Inspector Free

To start, open a terminal and set the OfficeWebAddinDeveloperExtras property for the relevant Office application as follows:

defaults write com.microsoft.Word OfficeWebAddinDeveloperExtras -bool true
defaults write com.microsoft.Excel OfficeWebAddinDeveloperExtras -bool true
defaults write com.microsoft.Powerpoint OfficeWebAddinDeveloperExtras -bool true
defaults write com.microsoft.Outlook OfficeWebAddinDeveloperExtras -bool true
Important
Mac App Store builds of Office do not support the OfficeWebAddinDeveloperExtras flag.

Then, open the Office application and sideload your add-in. Right-click the add-in and you should see an Inspect Element option in the context menu. Select that option and it will pop the Inspector, where you can set breakpoints and debug your add-in.

Note

If you're trying to use the inspector and the dialog flickers, update Office to the latest version. If that doesn't resolve the flickering, try the following workaround:

Reduce the size of the dialog.
Choose Inspect Element, which opens in a new window.
Resize the dialog to its original size.
Use the inspector as required.

Clearing the Office application's cache on a Mac

Add-ins are often cached in Office for Mac, for performance reasons. Normally, the cache is cleared by reloading the add-in. If more than one add-in exists in the same document, the process of automatically clearing the cache on reload might not be reliable.

Word Document Inspector

You can clear the cache by using the personality menu of any task pane add-in.

Choose the personality menu. Then choose Clear Web Cache.
Note
You must run macOS version 10.13.6 or later to see the personality menu.

You can also clear the cache manually by deleting the contents of the ~/Library/Containers/com.Microsoft.OsfWebHost/Data/ folder.

Debug Office Add-ins On A Mac - Office Add-ins | Microsoft Docs