Google Slides

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1. Add Slide Title

Set a unique, meaningful file name that clearly describes the content and purpose of the slides.

Use a descriptive file name. Not only does this help you quickly identify the document, it helps your readers quickly understand the purpose.

• Good Example: Presentation of Annual Report 2024
• Avoid: Untitled Document or Draft 3

Add the Slides Title

1. Locate the current title: This is typically displayed at the very top of the Google Slides interface, usually centered or slightly to the left, above the main menu bar (File, Edit, View, etc.).
2. Click to edit: Simply click on the current title (which might be the generic “Untitled document,” or a previous name).
3. Type the new title: Type in the unique, meaningful name (like Presentation of Annual Report 2024).
4. Save: The title is automatically saved as you type and click away, or by simply pressing Enter.

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2. Set the Language

Setting the slide language is to ensure accurate pronunciation by screen readers and other assistive technologies.

If the language is set incorrectly (for example, the document is in Spanish, but the language setting is left as English), a screen reader will attempt to read the Spanish words using English phonetics and pronunciation rules.

This results in the audio being completely garbled and unintelligible for the user. Setting the language tag correctly ensures the screen reader uses the appropriate voice and linguistic rules to deliver clear, accurate content.

Set slide language

By default, your Google Slide language may be set to English. If you need to adjust this at all follow these steps:

1. Go to File
2. Select Language
3. Verify current language is correct or change language by selecting the appropriate one from the list

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3. Select Structured Template

Accessibility begins the moment you create your file. Starting with a structured template and maintaining consistency is the foundation for proper reading order and file navigation.

Tips for Selecting a Structured Template

• Choose a Structured Theme: Select a Google Slides theme or template with high contrast and clear visual hierarchy from the start. Consistency is key; avoid mixing themes or significantly overriding established styles. Select Insert, Templates to review what is available.
• Use a University Branded Theme: You can also select one of the available university branded themes available in the Boise State University Slides Template Gallery.
• Use Built-in Layouts: Always use the defined layouts available via the Slide > Apply layout menu (e.g., “Title Slide,” “Title and Body”). Screen readers rely on these layouts to communicate reading order and content hierarchy to users.
• Avoid Custom Structure: Never create custom structure by manually drawing text boxes, merging shapes, or placing text outside of designated content placeholders. These elements are often skipped by screen readers.
• Unique and Descriptive Titles: Ensure every slide has a unique, descriptive title in the designated title placeholder. Screen readers use these slide titles to navigate the deck quickly.
• Tip! Check your template for accessibility with Grackle Slides before drafting your content. This helps you catch issues early.

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1. Describe Essential Images

Essential images—like charts, complex diagrams, or photos needed for context—must have descriptive alternative text.

Adding alt text to essential images

• Right-click the image or graphic.
• Select Alt text from the context menu.
• Provide a concise, informative Description of the image’s purpose or content (e.g., “Bar chart showing Q3 revenue growth by 15%”).

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2. Mark Decorative Images as Artifacts with Grackle

Images that are purely decorative (like simple borders, color swatches, or stock photos used only for visual appeal) should be marked so screen readers skip them, preventing unnecessary noise.

The only way to mark these types of images as artifacts is with the accessibility extension Grackle Slides.

Using Grackle to Mark as Artifact

• Launch Grackle Slides
• Navigate to the Elements section of the accessibility check report
• Select the check Images should have alternative text
• Locate the image you need to mark as an artifact and select the +Tag button
• In the Tag Image or Shape dialog window that appears, select Mark as Artifact

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3. Mark Table Headers

Tables are used to present complex data relationships. They must be created and marked up correctly so screen readers can interpret the relationships between column and row headers.

Tag table headers with Grackle Slides

• Launch Grackle Slides
• Select Tables must be tagged and described
• Select the Table button to locate the table
• Select the +Tag button to open the Tag Table options
• Update the options to define the purpose and structure of the table in your slides.
• Select Table is used for layout only if the table is purely decorative. When checked, it tells assistive technologies to ignore the table’s structure.
• Select Mark first row as header for tables that contain data and use the top row to label the content of each column.
• Select Mark first column as header for tables that use the first column to label the content of each row.
• Select Associate with column headers and Associate with row headers to further define the table settings and help assistive technologies, like screen readers, understand the relationship between a data cell and its corresponding header cell in a table.
• Use Mark as header cell for Column, Row, or Both to further define complex data tables.
• Update and repeat as needed

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4. Review Slide Order

Google Slides does not always read content in the visual order you see; it typically reads objects in the order they were added to the slide. You must verify and correct this sequence.

Grackle Slides is available to help you review the order of your slides with the Slide Structure view.

Tips for Reviewing Slide Order

Using Grackle Slides:

• Launch Grackle Slides
• Navigate to the Slide Structure tab in the accessibility check report
• Review the slide order
• If you have already marked items as artifacts, they may appear as a light gray font and lack content next to them indicating their purpose
• Drag and drop the elements within the list to change their order (e.g., move the slide title to position 1)

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1. Check Contrast Ratios

Verifying your color combinations is a critical step. This ensures that the combination of the foreground and background colors for text is readable and easy to distinguish.

Checking Color Contrast

Using Grackle Slides to check Text Contrast:

1. Launch Grackle Slides
2. Navigate to the Contents section of the accessibility check report
3. Locate the issue High color contrast should be used
4. Review any of the alerts in this list against the content on the slide.
5. Adjust as needed by editing the background or foreground
6. You can use a tool like ColourContrast.cc to check different combinations

Using a Contrast Tool to check Image Contrast:

1. If you have images with text in your presentation, you must manually check for contrast
2. Download the free TPGi Colour Contrast Analyser.
3. Use the “eyedropper” tool in the CCA to select your foreground text color.
4. Use the second “eyedropper” tool to select your background color.
5. The tool will instantly show you if you pass or fail the WCAG AA standard (for 4.5:1). Ensure you pass at least the AA level.
6. Action if Fail: If the image or text has an inaccessible contrast ratio, adjust the colors. If the image cannot be adjusted (e.g., a fixed logo or chart), provide a text description on the slide, adjacent to the image, that has an accessible contrast ratio.

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2. Font Size, Type, and Alignment

The font size and type is a critical part of your slide accessibility.

• Font Size: Use a minimum font size of 24pt for on-screen presentations. This size is recommended because it ensures text remains legible and minimizes eye strain for audiences viewing slides from a distance in a physical room. It is still beneficial in webinar settings to support users with low vision and reduce cognitive load.
• Font Type: Use clear, non-decorative sans-serif fonts (see Brand Standards: Typography for some tips). Sans-serif fonts are generally easier for all readers to process quickly, particularly for those with reading difficulties like dyslexia, because of their clean, consistent line widths.
• Text Alignment: Always left-align text. Avoid fully justified text, as it creates uneven spacing (“rivers of white”) that makes reading difficult for users with dyslexia or cognitive disabilities.

Adjusting your Theme’s Font Settings

You can adjust your slide theme to ensure your accessible font choices are applied to every slide. This makes the correct font the default.

1. Go to the Slide menu in the toolbar and select Edit theme.
2. This opens the theme editor. Select the first “Theme” slide (the main parent slide) to apply changes to all layouts.
3. Select the text within the different placeholder levels (e.g., “Click to edit Master title style,” “Second level,” etc.).
4. Use the font dropdown in the toolbar to select your clear sans-serif font.
5. Use the font size tool to set your minimum size (e.g., 24pt for the main body text placeholder).
6. Click the “X” in the top-right corner to close the theme editor. Your changes will now apply to all new slides.

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3. Use of Color

Never use color as the only method to communicate meaning or status.

• For instance, if you use green text for positive testimonials and red text for negative ones, you must add a redundant, non-color cue.
• Use an icon (like a checkmark or cross) or a clear text label (like “Positive Feedback”) so all users grasp the sentiment with multiple cues (text, image, and color).

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1. Slide Titles

Every slide title acts as a landmark or heading that screen reader users rely on to navigate the presentation outline.

When writing slide title:

• Be Unique and Meaningful: Each slide title should be unique and accurately reflect the primary content or topic of that slide.
• Generic Titles: If using generic titles like “Introduction” or “Conclusion,” consider adding a subtitle or brief phrase to further explain the slide’s purpose for clarity in the outline.
• Repetitive Titles Tip: If you are repeating slide titles, consider adding a short additional descriptor. Example: Planning: Stage 1; Planning: Stage 2. This allows you to group like topics while also making them unique.

Use Grackle Slides to check for unique slide titles

Grackle Slides has a check that looks for unique slide titles.

1. Launch Grackle Slides
2. Navigate to the Slides section of the accessibility check report
3. Select the check Slide title should be unique
4. Adjust the slide titles as needed until they are unique

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2. Descriptive Links

Link text should clearly and accurately describe the destination of the link, especially for screen reader users who often scan links out of context.

When writing link text:

• Avoid Generic Phrases: Never use vague text like “Click Here,” “Read More,” or “Link.” These phrases provide no context.
• Describe the Destination: Use descriptive text that makes sense even when read out of context.
• Avoid Full URLs: Do not paste the full URL address as the link text unless it is also the destination itself (e.g., citing a website name).

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1. Embedded Videos

All videos must include closed captions or synchronized subtitles. If the video conveys necessary visual information that is not explained in the audio (e.g., a silent graph), a detailed audio description or accompanying text must be provided.

Google Slides does not provide a way to add captions to media files. You must ensure the files is captioned before inserting into the slides.

If synchronized captions are unavailable, provide a full text transcript in the speaker notes or as a separate accessible document.

If the video conveys necessary visual information that is not explained in the audio or is not explained by the presenter (e.g., a silent graph), a detailed audio description or accompanying text must be provided.

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2. Embedded Audio Only

All stand-alone audio files (e.g., voiceovers, music with narration) must be accompanied by a comprehensive transcript, which should be placed in the speaker notes or provided as an accessible linked document.

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3. Timing

Be sure to pause after a slide change, allowing screen reader users enough time to process the slide information before starting any embedded media.

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1. Structuring Content for Comprehension

Use the presentation medium intentionally to aid audience understanding.

• Slides for Summary, Notes for Detail: Treat slides as visual aids that contain only the main points, keywords, or summary sentences. Put all supporting data, detailed explanations, and full sentences into the Speaker Notes section. This reduces visual clutter and cognitive overload for the audience.
• Be Direct: Use short, declarative sentences.
• Define Jargon: If you must use industry-specific terminology, define it clearly the first time it is used.
• Active Voice: Use active voice whenever possible (e.g., “The team completed the project” instead of “The project was completed by the team”).
• Avoid Acronyms: Spell out acronyms and abbreviations on first reference.

2. Visual Simplicity

Charts and complex visuals should follow principles of clarity to avoid confusion.

• Avoid Clutter: Remove any unnecessary visual elements (non-essential borders, excessive backgrounds, complex gradients) that distract from the core data or message.
• Prioritize Simplicity: As a rule of thumb, only present one major idea per slide. If a chart is dense, break it up into multiple slides or simplify the data shown.

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3. Present in Plain Language

When delivering your presentation live, ensure your verbal communication matches the accessibility standards of your slides.

• Speak Clearly: Enunciate and speak at a moderate pace, allowing time for comprehension.
• Use Simple Vocabulary: Avoid overly formal or niche vocabulary when you can use simpler, common words.
• State Conclusions First: When introducing a new chart or complex idea, verbally state the key takeaway or conclusion immediately before diving into the data. This provides context for all listeners.

4. Provide Alternatives

• Provide Real-Time Captions: Use the built-in caption feature in Google Slides (or in your meeting software like Zoom/Meet) to provide real-time subtitles for participants who are deaf or hard of hearing.
• Accessibility Accommodations: Always inquire ahead of time if participants require specific accommodations, such as a Sign Language interpreter or a live Communication Access Realtime Translation (CART) provider.
• Post-Session Transcript Access: Confirm that a full transcript of the spoken content will be provided to attendees after the session, especially for recorded presentations.
• Publish Presentation as a Scrollable HTML Document (The “Slides + Notes” View): For the highest level of accessibility, especially for users relying on screen readers or those who prefer a document format, you can share a single-page HTML link that contains all the slides and all the speaker notes together.

How to Generate the Accessible HTML Link

1. Open your Google Slides presentation.
2. Ensure you have finished adding all your speaker notes.
3. Widows / Chrome OS keyboard shortcut to generate the HTML view: {Ctrl} + {Alt} + {Shift} + {P}
4. Mac keyboard shortcut to generate the HTML view: {Cmd} + {Option} + {Shift} + {P}
5. A new browser tab will open, displaying your entire presentation as one long, continuous webpage (including the speaker notes).
6. Copy the URL from this new browser tab.
7. Share this copied URL.

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