1. Establish Structure and Layout
| Action | Why It Matters | Proactive Fix |
|---|---|---|
| Title | Create a unique, meaningful file name that clearly describes the content (e.g., "Presentation of Annual Report 2024"). | Click the title field at the top and enter a descriptive name. |
| Language | Verify that the language is correct for accurate screen reader pronunciation. | Go to File > Language. |
| Template | Consider a structured template. | Go to Insert > Template. |
| Lists |
Use the built-in Bulleted List (unordered) and Numbered List (ordered) tools. Bulleted lists group items where order does not matter. Numbered lists group items where order does matter. Lists should contain more than one item. |
Select text, click the corresponding list icon in the toolbar. Avoid using asterisks or manual numbers. |
| Paragraphs | Keep the default Left Alignment and avoid Justified Alignment. Chunk lengthy text blocks. | Use Left Alignment. Use Insert > Break > Page break instead of repeated enters/spaces. |
2. Review Images, Graphics, and Tables
| Action | Why It Matters | Proactive Fix |
|---|---|---|
| Images / Charts | Use descriptive Alternative Text (Alt Text) that explains the purpose or content of informative visuals. | Right-click the image/chart and select Alt Text. Enter a descriptive title and description. |
| Decorative Images | Mark purely aesthetic images (e.g., background patterns, border art) as artifacts. | Select Extensions > Grackle Slides > Launch, and Mark as artifact. |
| Tables | Tag the header row and/or column to associate them with the data cells. | Select Extensions > Grackle Slides > Launch, then navigate to Tables, select the table, and check "Mark first row as header." |
| Review Slide Order | Verify the reading order of each element on the slide. | Select Extensions > Grackle Slides > Launch, then navigate to Slide Structure, review the order, drag and drop to rearrange as needed. |
3. Ensure Readable Text and Color Usage
| Action | Why It Matters | Proactive Fix |
|---|---|---|
| Contrast - Text | Ensure all text in images has an accessible contrast ratio. | Select Extensions > Grackle Slides > Launch, then check and fix low contrast in document text. |
| Contrast - Images | Ensure all text in images has an accessible contrast ratio. | Use a Color Contrast Analyzer tool to check the contrast in the images. If needed, fix image in image editor software then re-insert into Slides. |
| Font Size | Select a minimum font size of 24 pt for body text | Adjust font size in the toolbar or in template. |
| Font Type | Use clear, non-decorative, sans-serif fonts | Adjust font type in toolbar or in template. |
| Font Alignment | Always left-align text. Avoid fully justified. | Adjust font alignment in toolbar or in template. |
4. Verify Descriptive Links and Slide Title
| Action | Why It Matters | Proactive Fix |
|---|---|---|
| Slide Title | Give each slide a unique, descriptive title. | Add text to the Title field on each slide. |
| Hyperlinks | Ensure link text is informative and descriptive, making sense out of context. Avoid "Click Here" or "Read More." | Type descriptive text (e.g., "Texas A&M Accessibility Guide"), highlight it, and use Insert > Link. |
5. Factor In Media Accessibility
| Action | Why It Matters | Proactive Fix |
|---|---|---|
| Video | Ensure all embedded videos have captions available, and provide a descriptive transcript in speaker notes. | Go to Insert > Video. |
| Audio | Verify that all embedded audio-only recordings have a text transcript provided in speaker notes. | Go to Insert > Audio. |
| Timing | Allow a brief pause before starting media to allow participants time to absorb information. | Add reminder to speaker notes or build pause into beginning of media. |
6. Check for Plain Language and Clarity
| Action | Why It Matters | Proactive Fix |
|---|---|---|
| Structure for Comprehension | Ensure that Slides summarize and speaker notes provide details; be direct, avoiding jargon and acronyms. | Lorem ipsum dolor |
| Visual Simplicity | Keep charts and complex visuals simple to avoid confusion. | Go to Insert > Page numbers. |
| Present with Plain Language | Always use the built-in tool to correctly tag page numbers for screen readers. | Alert users about alternatives at the beginning of presentation. |
| Provide Alternatives | Provide captions during your presentation and a transcript after; ask ahead of time for interpretation services | Lorem ipsum dolor |
| Accessibility Check | Always run a final check before sharing. | Select Extensions > Grackle Docs > Launch |