JEFF: Welcome, everyone thank you for being here today we are going to take you through some basics in designing accessible OER. This isÊ not meant to be a compliance workshop on the legal side of things. We are really focusing in on faculty and professional staff creators of open educational resources We're gonna start off with Tiffani who's going to takeÊ you through an introduction and Word run through. And thenÊ I'll go through PowerPoint and some stuff near the end I'll pass right over to Tiffani. TIFFANI: okay. So a quick introduction to who we are though. JEFF: oh yeah that'll be good TIFFANI: Yeah. My name isÊ Tiffani, I'm program manager for Affordable Learning Georgia JEFF: Yeah, I'm Jeff Gallant. I'm the programÊ director for Affordable Learning Georgia TIFFANI: Thank you Sorry JEFF: No, good call TIFFANI: So yeah. We're gonna talk through some accessibility stuff and then we'll jump into workshop So why accessibility So your open textbooks they'reÊ open to download your open resources they're open to use revise remix but open like licensing isn't necessarily open enough. It's not open in access unless your making it accessible. So accessibilityÊ fights discrimination in access to information for people with different abilities. So keeping in mind that we want to keep in mind that when we sayÊ different abilities. We don't necessarily always mean disabilities It's it's really everyone's abilities and sometimes preferences too. So So but as far as what we might call disabilities go. We have accessibility is gonna make it easier for seeing I'm sorry people with seeing disabilities hearing disabilities Different mental abilities and so in Georgia our accessibility organization I'm sorry. I'm totally blanking onÊ their name. Center for Inclusive Design and Innovation. I'm sorry. Their requests typically come from people with learning disabilities. We definitely get a whole range I mean that is pretty standard across the board there. There is a huge range of students a huge range of people that access our materials. But the usual like outright requests are coming from students with learning disabilities so how much accessibility is enough So giving you a checklist. It's not really enough right. It's not really going to be the right the exact things that you need and And it may not be the exact things that someoneÊ else needs. So because it does vary as far as what you're creating your audience is. But theÊ important thing to keep in mind is that it's not about legal compliance. It's about equity sure There is a legal compliance component that relates to accessibility but that's not the reason that we want to do it right. So accessibility is expected It's not a binary switch. It's You want to to build from the start with accessibility in mind there are some basic ways to do that. And that'sÊ what we're gonna cover today. We're gonna show you how to do it You're gonna be able to followÊ along. It's gonna be great There are some sort of higher level components to accessibility we don't necessarily have the capacity to cover and so some examples would be Braille print on demand and audio description of visual video elements accessible computer hardware print magnifiers those kinds of things. A lot of the time those are things that with the exception of the audio description. So Braille print on demand accessible hardware print magnifiers a lot of the time those areÊ things that your students might actually be using. And so there are things that you can do to help make sure that their use of those things are working. And these basicÊ things will actually help with that So to get us started to get set up for this workshop go ahead and turn full screen for zoom off. We're gonna actually have you split your screen between Zoom and the downloadable follow along documents. So in Sched there were three links documents there's a button to our PowerPoint And then there was a link to a Word follow along and a link to a PowerPoint follow along.Ê We're gonna start with the Word one you can go ahead and open both if you want right now. But we'll start with the Word one. So we want you to split your screen with the Zoom on one side and the Word on the other. And we will sort of go through all of this together. You'll follow along with us all that stuff will be accessible after the presentation too if youÊ feel more comfortable watching and then going back to practice later that's totally fine too. And if you have two monitors it's even easier for you so a quick tip. I guess your first tip. WordÊ accessibility tip you want to structure your document. So screen readers which are tools that your your visually impaired students your some students with different learning abilities. Really anyone might be using these screen readers because a lot of students do actually like to listen to yourÊ lecture rather than watch it and listen to your content rather than read so screen readers are gonna do that. But they need structured documents and that sort of allows you to jump between different sections in the document. So think aboutÊ if you were using a screen reader and you. And that was the only way you were accessing you couldn't read it first for whatever reason and you're trying to get to ChapterÊ twelve of a textbook with no structure that's kind of hard right. Because if there's no structure your reader is just gonna read it word for word with no explanation of where headings are no explanation of where page breaks and chapter breaks and things are. It gets kind of complicated, but we can make it a little easier on them. So to create a structured document in Word you're going to use the Styles panel in Word. So pulling up our example document the Styles panel shows up here at the top. I actually like to open it on the side I find it more helpful to look at it this way. I'm so that the Styles panel gives you tons of different options. You can even create your own styles and I find that a lot of people will do that a lot of people will create completely new styles but as far as accessibility is concerned you're a lot better off using the headings styles that are there and just changing those ones to be theÊ way you want it to look. So there are ways to change the way it looks You can even change it in your document first and then right click it. AndÊ there is an option to say modify modify headings style to match selection and it will make your heading styles matchÊ that. So that all of your headings follow it. And that even helps you when you're trying toÊ change your style mid document maybe you decide last minute that you want to change the color ofÊ your headings you could do it all with the styles panel and you'd only have to do it once So one habit to kick though with this you want to create a document structure on set. I'm sorry you don'tÊ want to create a document structure on sight alone we don't want to take a line of text change the color make it bigger bold without using the headings Style So a lot of the time we'll write our whole documentÊ out. And then we'll highlight what we want to be the header and just hit bold. That doesn't make it a heading so it's important to use thatÊ Style. And then you can use whatever color sizes bold that you want to make it look nice and it will have that headings structure. So our first exercise so in our practice document here. We're all actually working in the same one I just realized So you might be better off to follow along, since we're all looking at theÊ same one right now. So that you can follow along as soon as the first person changes something they will it's gonna change for everyone else. So that's no fun for you to follow along on your own. I would recommend saving the saving the file as a separate document on your desktop and work in that one instead.Ê It'll make it a little bit easier to follow along without having all working in the same one.Ê And I'm actually going to do the same so I'm going to save this to my desktop save and I will pull it up there. Woo my desktop's a mess. So this where is it What was it called There it is Sorry, guys All right. So in this practice document here are our instructions. So I want you to using the Styles feature we're going to change the first Lorem Ipsum of the big one more I'm sorry, not the big one The one that would be our title Lorem Ipsum: The Ipsuming to a title using the Styles feature we're gonna change. Chapter 1. Chapter 2 and Chapter 3, to Heading 1. And then we're gonna change. Chapter 2.1 and 3.1, to heading 2. That's to show you how the structuring work so we want to nest our heading if there is a subheading within heading then you bump down 1 heading level. Keep in mind that these are not numbering your headings it's leveling your headings so if something should be atÊ the same level as something else then you stick with the same number on those. So let's start with that we switch over to our Word document. We have our title we want to you can highlight the whole thing. But You can also actually just click on the line and if you come over here and say title it's gonna change it to theÊ default Word format. Right but let's say we don't really want it to look that way. Maybe we don't like it, you can actuallyÊ come over here, click the arrow modify and you have all these options at your disposal for changing the style The other option that I mentioned earlier was to change this to how youÊ want it to look. So maybe I want to change this to open sans and I want to make it size 16 and I want it to be purple. OK. So I've done all this stuff. ButÊ it's still not a title because we don't have a title is not selected if I come over here and I right click title. You can say update title to match selection. And so it's going to update it and that way if for some reason there was another title in your document, which there shouldn't be, you should only have one title.Ê But if for some reason there was a better example would be a heading 1 and we wanted to make itÊ that it would make it match automatically so we'll do the same for headings though and I won't go too far into details changing these but we want our chapter our first level chapters to be heading one so we'll change all those notice. This one's 2.1. So this is the nextÊ level. And we want this to be heading 2 notice it looks kind of similar, but a little different heading one that's typicallyÊ what you want to do is make different levels look different so back to a level one and a level two and that's it for headings pretty easy and it's pretty helpful for if we had gone through this document and then and we'd done all of our headingsÊ and suddenly we decide I don't really like the way heading one looks oops go back we can come here. OK, so we'll do chapt...heading 2 I'm sorry ignore that the Jeff Can you take over. That's Nutmeg she needs to go out. I'm sorry. JEFF: Oh that's the dog doorbell. OK. Let me quickly move over I will share my screen. Here we go Believe you me I know exactly how that goes. I am going to quickly copy this one bring it out here for a second part ofÊ my flooded desktop get rid of this very All right. My little copy open here. Good. And just make sure that I can see. So you can hear me right. OK. And here's my video Hi, everybody OK good. So let's keep going from here. I am going to go through these slides a bit here. We are. So we've already done the documents structuring thing So now what I'm going to tell you is this. So let me just quickly go here. I'm going to use the full screen and just open up my styles here gonna go. Title Sure. Go in here heading 1 go in here heading 1 2.1 heading 2 This is all a Big Lebowski reference by the way, this is a Frankenstein reference and heading 2 So now what I'll show you isÊ you go to view and you hit navigation pane and over on the side you now know what a screen reader can do. It Can jump to a chapter that's outlined in the structure. So here's Chapter 1 Here'sÊ Chapter 2 Here's chapter 2.1 Here's chapter 3.1 let's say I wanted to be fancy and make a print version of thisÊ book that had a table of contents to it. I could go into view I believe I believe it's inserts no Yeah, it is somewhere in here Tiffani do you know where to add table of contents to this. It's almost hidden it is I TIFFANI: no it's actually references sorry JEFF: got it right. That is unusable title for a ribbon thing but yeah. Here is a table of contents put in the automatic table. And I've got Chapter 1 Chapter 2 andÊ it'll update if you refresh so that you know exactly where these page numbers are I'm going to get rid of that because we don't need this for your usual thing. There's no table contest update of course, there isn't I'm leading this Yeah. There we go cool. All right do you want me to switch it back over to Tiffani and you can if you want to keep going. YouÊ can. And I can do PowerPoint or we can switch is totally up to you I'll just take over from here and move you over the PowerPoint. Sounds good. Yeah. Cool adapting on the fly everybody I see chats I'm going to quickly look at this. So the reference tab. Yep. Everybody knew it except for me I try to edit a PDF in Word using the navigation pane.Ê It was a pain in some ways That's a good pun too. Yeah PDFs after structured a little bit differently. We alwaysÊ recommend going from a Word to PDF and we'll get into that a little bit later to Christina Hendricks. OER superstar. it is a huge revelation for me when I learned about the navigation pane.Ê So easy for navigating long docs awesome. Tiffany MacLennan says How did you view that navigation on the side you go to referencing and OK. Well you go to view then you go to navigation pane combining all of my directions here. Yeah. Very cool. All right. So we're going to move on. I haveÊ little notes about Libre Office if you use Libre Office. That's awesome. If I went into a little too much here we'd takeÊ all day. But Libre Office is a cool alternative. It is not a proprietary Word processor slash slide presenter So it's really neat Word accessibility 2 you could tell a Word about lists. So screen readers when they're going throughÊ a document they recognize when there is a list because lists are tagged as a part of the structure It's kind of like if you'reÊ making a website and you start a list you're like here's an unordered list. It's the tag you make your list or you have an ordered list. Here'sÊ one, here's two. Here's three so when you do this just make sure that you're using the bullet point icon on your home section of theÊ ribbon. It's a pretty easy 1 to do here. But I'm showing you why this is kind of weird. When we get into our exercise if you don't like the design, you can change the design of the bullets using the dropdown arrowÊ sometimes it winds up a little weird, but it's still it's a lot more accessible than if you were to do this old habit that a lot of us have of creating lists with hyphen at the beginning or just doing numerals and not having Microsoft structure it having just a couple of spaces. And then you put things in word might still look at this and say, hey, you have a list here. We'reÊ going to we're going to change this to a list that's good go with it at that point. But Yeah if you just have something with that looks like a list But it isn't tagged as it. It won't display that. So here again the next one is there's something like the navigation side bar in Libre Office. I am not a good enough Libre Office person. To know whether or not they have a navigation pane Jonathan That's a really good question. It'sÊ something that I would like to look up OK. So Patricia says if you type inÊ asterisks it converts to a bullet point Will that get tagged as a list. Yes. If it converts to a bullet point that means that Microsoft is taking yourÊ thing and saying, this is a bullet point therefore, you have an unordered list and we're going to do all of this at once. So The third tip here is making sure that you tell WordÊ also about your table headers. So tables are kind of notorious especially in the web worldÊ for being inaccessible. And if you can not use the table if you could do like an ordered or unloaded list that getsÊ the same point across. I'd rather suggest that. But if you have to have a table when they're used for tabular data. MakeÊ sure that you show what your headers are screen readers will read these differently if they have the headers because then they know OK Each column has its own thing.Ê Otherwise, they're going to go cell, cell so left or right moved down. Left or right.Ê They're gonna to read each row. So the way to do that is to use your table styles to designate a header riwon the top left corner. Make sure that you can repeat the hetero on every page so we're going to move into that in a second. But there are some habits here using tables to arrange all of the contentÊ on your word document. it was a neat thing in the 90s to go, oh, I can use a table to make stuffÊ look like there's a separate columns and oh it's pretty Now you don't want to do that because then yourÊ screen reader is going to absolutely divide it up into ways that you haven't thought about. And then, of course, making sure that you're creating real headers instead of just ones that are using bolder larger texts.Ê Kelsey says guilty of that in the 90s. I would say Word processors were guilty of that in the 90s as well. Microsoft hasÊ come a long way on accessibility they had a really great UX Designer who was focused on accessibility She wrote a book Mismatch it's real neat. She worked with Google and Microsoft at one point and Yeah there's a whole table menu and Libre Office too.Ê And it's really powerful. So you could just set everything up right from there. I really like that so The other thing is making accessible hyperlinks and that's the. We're gonna do all these at the same time. If you read a direct URL like the one that I put at the top of this chat which was [reads long URL gobbledigook] so like I can read that for a very, very long time.Ê And have absolutely no idea what it does If you highlight some words that describe the URL And attach that URL to them hyperlink that will let a screen reader knowÊ exactly what it is. So if you have a list of links that the screen reader reads You're not going through a list of weird hyperlinks that haveÊ a whole bunch of like garbage words and letters. But also you're not having non-descriptive texts like this link click here because if you do that, then to say list of all links on the page this link click here. Here there. This thing that youÊ really don't want that either. So you want to make sure you're describing where is your going on that hyperlink. So like this link not good. click here not good. Creative Commons home page. Pretty good so exercise 2 We're gonna make our table accessible We're gonna make a list accessibleÊ we're going to make links accessible So first of all chapter 1. We're going to take thatÊ weird bullet point list and we are going to turn it into an accessible unordered list so I will get rid of these hyphensÊ because we do not need them going to highlight this go back home. Hit this bullet point and here we go. We have unordered list boom accessible already Instead of this kind of bullet weÊ could change it. We could have something like this. Oh, I missed one Aha. Thank you, Cynthia There we go. Good catch and and we could even changeÊ to these four diamonds or a checkmark Just make sure that you've got a pretty clean bullet right there I don't want to give away the PowerPoint now we want to turn the inaccessible table in Chapter 2 into a table with headers that repeat on the next page Tiffani says you can evenÊ make custom bullets. Yes. And they'll still read it like an unordered list. So that works really well. So we're going to go into this table get some headers that repeat on to the next page. So here we are as soon as I clickÊ on the table Word knows that we are in a table so we're gonna go up here and we're gonna say okay so this is the header row so we'll set that we have a header row now I'm going to make that bold because I like it right. Or what I can do is over here and say this one. Let's say that I had formatting going on. And I no longer want those formats We could go over here and change this so that we are could even highlight up this one there So One thing is done, right. But this is not the end because if I scroll to the next page. I don't see those headers anymore so I'm going to You're right click here. I'm going to go in to Table Properties and I'm going to go here and go repeat. So this is table properties row repeat as header row at the top of each page. So There we go. Perfect so now we have the header row here. And if we scroll down here. header row right here to now we've got this hyperlink here says this is Lorem Ipsum generator colon here's this thing [referring to long URL]. So I'm going to just cut out this entire URL going to highlight this is the Lorem Ipsum generator in fact, what I'm going to do is just highlight Lorem Ipsum generator it's going to work a little bitÊ better a screen reader little less words gets the same point across and I've got the pasted URL right into here and I can change colon to a period and I've got it All right, so that is an exercise that like all of those tips and did one quick thing with it So here's an accessibility tip that's not just in word, but absolutely everything we use if you have images. Those images will be read in a screen reader as image. And if those images have information in them that is not getting across to people who only can you screen readers to accessÊ that information. You are descriminating on access to information based on ability. So we need to make sure that our images describe what they are to screen readers and the way that we do that is by adding alternative text to an image. So if we have if we have an image that's aÊ little squiggly line at the top of page that's just there for decoration a screen reader doesn't have to read that thing if I'm somebody who is trying to get some good information outÊ of Chapter 2. I don't need to know that the author or the designers put a squiggly line at the top of the page if you can mark it as decorative that's fine. If you have zero usually find two you can mark things as decorative in Office. So that works very well but Yeah it's important that you only do this whenÊ the image has no value except decoration to the page. So if something looks like it's decorative but it also has a little info in there you still have to use alt text to make sure So here we go. I'll show a little bit about that. I hear How do you mark is decorative. So if I go into here. And I just find this picture of a kitten of course, as a kitten a bunch of librarians that open right I'm going see you right clickÊ this and hit edit alt text and I have blocked my alt text with the zoom feature. So I'm going to moveÊ them for a second here. Now let's say that this was a little squiggly line It had nothing of value we can market as decorative andÊ move on that way An accessibility checker won't come in here and say, here's an image without alt text you can say no. This is decorative We don't need anything else.Ê But we want to describe this picture because it has something to add to this text about Lorem Ipsum and a cat. So we don't want to be subjective about this. We don't want to be like, aw, look at that cute kitty so cute. I wish it were a little smaller on the page because all of that is criticism that a screen reader really doesn't need to take into account, you're not providing anything new to a reader when it comes to this. You want to describe what's there. Think about it like you're posting a Tweet. You don't want to go too much further thanÊ one or two sentences even Microsoft says that. So I'll say photograph of a striped kitten licking it's paw on a soft white bed aha. OK. So Christina says on a Mac,Ê you can't find the mark as decorative box Mac office is weird and I'm not exactly sure how to navigate the difference there. If somebody uses a mac and uses Mac for office and knows how to Mark as decorative please let me know. Yeah, I'm in the Windows crowd unfortunately the USG is kind of a Windows shop So how is it read do you need to type images of or photograph of in the altÊ text. That's what Kelsey says. So if I said a kitten. And then I'll text reads it off as image here's the thing. Now that would be a little bit weird, right. If I said image image of this because that's redundant. But let's say that you want to distinguish what kind an image. It is a drawing of a striped kittenÊ licking its paw on a soft white bed a vector art image a cubist painting instead here we have a photograph. So I'm describing that it is a photograph in order to give that information to the person on this if you're in a photography class that would be super important. If you're in an art classÊ That'll be super important too April says my version of Word on Mac has the same Mark as decorative little box just like Jeff showed Christina says, I was told there is a max of 150 characters in alt text that is not the case. You can use a lot of text in alt text, but it depends on the platform you may even have a content management system inÊ your website that says you can only use this many. So that's Yeah it really depends. Tiffani says you may need to update Word. So yeah I've added alt text here and it'll say image, and it will read this off so so make sure that you're not just throwing images into any kind of file or any kind of resource without having or without describing that with alt text and Microsoft is starting to get pretty good at detecting what it is. ItÊ used to be that their automatic text would always say a picture of a phone Now it doesn't always say a picture of a phone. In fact, I've shared pictures of rocket doing something. AndÊ it'll say photograph of a black dog eating something and I'm like. How do you know this. How do you know about Rocket All right. So I already did the adding the alt text to the image in Libre Office you right click the image you go to options and you fill in theÊ alternative text only bar Now what about PDFs we already kind of talked about this one Oh want to show them how to turn off alt text you know what Tiffani I don't know how to do that. Can you guide me through it. TIFFANI: Sure. So Jeff mentioned how Microsoft does this auto alt text thing.Ê It's turned on by default and sometimes it throws off your accessibility checkers because maybe you forgot toÊ do the alt text but Microsoft has put something in there and maybe it doesn't make any sense. So you can turn that off if you go to file and options at the very bottom and we're gonna go to ease of maybe it's not easy access looks like there first. JEFF: There it is automatic alt text. And then you go There we are. TIFFANI: Yeah. And that turns it off for you And it should save for future documents too JEFF: very cool. I like seeing how it how it works. So and how it's improving over time. So I will keep but that's a really good thing to know aha Salt Lake Community College offers a YouTube video that demonstrates how screenÊ readers work by a vision impaired reader CDI has one it's it's really neat to see how it all works particularly if you're using somethingÊ like Jaws which is just really powerful and fast and readers have to take in a lot of information very quickly. So I'm going to keep going here. So the last thing try to move your PDFs from a Word to PDF and not the other way around. You don't want to retrofit a PDF. Because PDFs use a completely differentÊ language when it comes to marking what things are. Word knows to convert those over into PDF. OK. PDFs going into a Word not so much. So here I would just go in here and file save as Adobe PDF. Yes. I've got an Acrobat PDF maker Yep. Right. So I want to hit options and in options You want to make sure that enableÊ accessibility and reflow with tagged Adobe PDF is selected those tags are the structure tags they're really going to happen they're really going to help. I've got a question from Sarah Sweeney. That says what happens if we use InDesign to PDF does the screen, get any information from it it gets the same kind of information that you put in on the Adobe side of things. So if you have a wholeÊ bunch of bookmarks those bookmark sometimes convert the word and sometimes they don't. It also depends on theÊ structure you have on those bookmarks I've seen InDesign and PDFs come back to me with absolutely mangled text. Our university press, which is really cool. The University of North Georgia Press they started by designingÊ things in InDesign because they are a print shop and they still do it on the print version end of things.Ê But now they start in Word with us. Thanks to a partnership between them and a partnership between Tiffani and the managing editor over there so we we've gotten them to start withÊ word first over there to make it much more accessible. Lauren has a really cool YouTube video too Jonathan says does pressbooks Exports of PDF make accessible PDF. I do notÊ know because I don't use press books. But I would absolutely guess that yes that's the caseÊ asked Steele Wagstaff. He will be able to get all into it Is there a difference if you say theÊ documents and choose print and then choose the printer Adobe PDF. Yes, most of the time sometimes there are optionsÊ that lets you at least have optical character recognition when you're printing out. But some print to PDF features. Depending on whatÊ it is they might print those out as images. And then you screen really won't even know what the words are Google Docs the PDF is not so awesome either considering taking course collaborateÊ project Google Docs to Word to PDF. Wow interesting. OK. I do want to move on because we do not have tooÊ much time here and I'm squeezing What we've got for Tiffani but the PowerPoint exercise is a little bit smaller.Ê So what I'm going to do is stop sharing my screen and hand over to you TIFFANI: OK, let me pull mine back up OK. So and I'll just add here that I seriously recommend that you keep it in Word rather than converting to PDF If you're going from Word to PDF just because the Word documents can be the tend to be better imports into accessibility technology So like students using like Braille readers and things. Word works better for that kind of stuff. OK. So PowerPoint though same kind of setup. So turn off your full screen split your screen between Zoom and the presentation this time you're switching over to theÊ PowerPoint that we provided And again, if you're going to follow along save that PowerPoint to your computer. And that way you can actually edit it. I think the link is uneditable. So save it to yourÊ computer open it there to be able to follow along And I should have put this tip at the beginning too but if you're on a P.C. you can snap windows to the screen. If you hit the Windows button. So it looks like a little window and then an arrow key, it will pop it toÊ the right to the side that you tell it to I should have put that at the beginning sorry OK. So PowerPoint accessibility Tip 1 Reading order and layout really, really important so PowerPoint layouts what they give you to begin with. Those are the styles ofÊ PowerPoint. So those layouts that they provide are gonna give you they're going to define a slide title, which is really importantÊ for accessibility that's like you're heading it's going to set your reading order for you also really important because a lot of the time because PowerPoints aren't completely linear documents. The reading order can get really jumbled up if we're moving things around on the page So we want to use layouts it's the best way to set your reading order in like set it correctly however there is a way to set that reading order manually if you wanted to getÊ fancy with your PowerPoint it takes a while because you have to do it piece by piece and so we're not going to coverÊ it here. But if you're interested we can chat about it later So the easiest way to do is to keep your reading order in place is to start with your blank presentation. Use only the layouts fill in all of your information into the PowerPoint without changing your style yet. Stick to your layouts and keep it blank. And then at the end you can use the design ideasÊ feature, which is a really handy And actually really nice feature because it takes instead of using those PowerPoint templates that you've seenÊ a thousand times already. It creates new ideas. And it updates all the time so we get new stuff all theÊ time. I think we had a PowerPoint recently with a coffee cup on the screen where the steam actually moved whenÊ you were presenting it was really cool and that came out of design ideas and the nice thing about design ideas is that it keeps the reading order in the right order it keeps your titles marked as titles. It keeps all those features the way that you set them up when you built out your PowerPoint and then you want to test it out so they're on The View window. So there's a view tab on the ribbon there's you can click outline view. And you can check to makeÊ sure that everything reads in order and if it's not, then maybe you need to take another look is really just simple it's really important to just not be throwing new things on the slide that didn't come with the layout. And so likeÊ if you add a new text box here just dump three images in there. That's really going to mess up the reading order. So let's do an exercise so the Powerpoint that we gave you switch over to that. We are going to First just look at the slide. OK. Open open up your outline view first So let's go over here. I'm going to open the ribbon here. Zoom this blocking it let me add this OK. We're going to go to view and we want to see outline view and is it Jeff. Am I missingÊ something is it supposed to.... JEFF: No. So that's it all. all that's right in there is the title You can't see any of the textÊ because somebody did not use layout TIFFANI: Yeah. So I'm sorry. I got confused because I thought it would show it allÊ in the wrong order. Sorry. Oh so yeah. So here The only thing that's in the right order is the title. So we want to fix that So we're going to come let's go back and look at our instructions.Ê We want to go back to normal view and fix the reading order for the slide by first right click thisÊ slide, select the layout and then put the elements in there correctly so if we come back here going to go back to theÊ Home tab let me first close the outline view that a normal go to home. Let me pin this so it doesn't go away we're going click layout and we're gonna choose a layout and we have a few things here slide. So I'm gonna pick this two content layout I notice it like added someÊ boxes here, but it didn't really do anything to what we have So what I'm gonna do is I'm going to take thisÊ text box. And I'm going to highlight everything in it I'm going to cut it and I'm going to delete this textÊ box because it doesn't belong there instead we're going to paste it into the box that it provided notice that the title automatically went into a title box because it didn'tÊ give us a new one to write in I'm going to open up the other one that's the other textÊ box here that's kind of buried we're going to do the same here we'll delete that text box. So come in here and we'll paste and we'll do the same here cut this out Oh, we did... There goes delete that text box and pasted it here. Get rid of this extra bullet here our image then we're going to cut our image. Click in our text box and if you paste it will replace your text box with the imageÊ notice that the design ideas actually popped out for me once I filled in the layout but that's not all we're going to do. OK. So we've done the layout let's look at the reading order OK. This one. Let's go back here to view outline view and it brings up how it's gonna read it. OK. So it's got our text it's got our I mean, our title. It's gotÊ our text but where's the image That's because our image doesn't have any alt text. So it's not going read it. So let's give it some alt text here A golden I should put a photograph sorry a photograph of a golden retriever with his tongue at the park descriptive simple accurate and it's not I did something wrong JEFF: that might be because to content layout you would have to add that photo as the Second content in the contactÊ box. Otherwise that's an image that's just hanging out but also TIFFANI: it is in the content box that's weird. JEFF: The thing that we were talking about was whether or not you use alt text to make stuff readable if you're using images to convey stuff in PowerPoint or not. AndÊ I said, if you're just using images in your your speeches or your lectures use the speaker notes because notes will basically, you're your class. If they're using screen reader can access the speakerÊ notes and read them that way. TIFFANI: To find where I usually I do I do reading order a different way. But I forget where There is another way to look atÊ reading that will show you the image I just can't remember off the top of my head how to do that Oh, I think it's the order of objects that's a different thing here it's very selection. There goes All right. So under arrange and then selection pane it will bring up how your things are viewed. You're going to read from the bottom up though. So your title is always gonna be at the at the bottom. That's fine. That's the first thing. And then it's going to readÊ content placeholder one and then it's going to read content placeholder Eight for some reason. But You can also change the names of these so you can double click it. AndÊ change it. It's not necessary right now. But this is another way of looking at reading order is from arrange And then selection pane and youÊ can move them. So let's say we wanted our image to be read first you can move that down do it that way. so that's the manual way All right, let's try to get through the rest this so the other thing is that you want to you you can use the slide master to fix color and font issues. So if we come over here and let's get it back into normal you we're actually going toÊ stay on the The View tab, and we're going to click Slide Master and so here we can see set our we can set our styles. So we're using the twoÊ column layouts. We're going to use the two column piece here and we can set these two the styles that we want it to be. So let's say that we want this to be I'll pick something so that it's not taking us so long I want our title to change to this We could also just go right through how to fix the colors and the hyperlink I think we're good. Yeah And so we'll close this and it didn't do it for some reason OK, so we might have to manually fix that one. Yeah We also need to fix our link though. Notice that this link is not only really hardÊ to read, but it's also inaccessible And so we want to take this we should change the color to something more readable I don't even like that one too light still like a dark blue. But we also need toÊ just make this accessible anyway. So we're going to take this out we're going to highlight Where did this go. This goes to just a goldenÊ retriever page. So it's a pen So we're going to highlight this make this. our link same way that you did in word and make it accessible Of course, it changed the style again but if you use the slide master to change this beforeÊ you start creating, then it'll be great. Yes JEFF: if you go up to the top. The first one the first try it's the first layout on the page the top layout and that's the master layout and then you can fix everything up here and it will apply across TIFFANI: yes I actually, I hate the Master slide. If I'm being totally honest with you but I know there's a lot you can do with it JEFF: Yeah sorry. I know we have one minute left. TIFFANI: Yes We'll change the color though make it pretty. And we will move on OK colors fonts videos use a script That's That's our tip here. That will help you get accurate captions without having to go back and edit them piece by piece. However you can if you are opposed to scriptsÊ you can put your video on YouTube let it do its auto captions and then edit it. There areÊ actually some instructions for how to do that on the speaker resource page from OpenEd. There are also instructions for how to do that on our Web site which we will put a link to in the chat. And also in our Sched. It's not thereÊ right now, but we'll add it JEFF: Yeah. And in our slides if you want to check these out later. That's totally cool. We have some things on overall accessibility checkers Web sites. But really if your if if you already did what we did today. But on the web your most of the way towards making an accessible web page. And so there's just some checkers onÊ there. Some good links as well. OK. OK. Thank you so much. Thank you Tiffani for goingÊ through the second half pretty quickly I think because we're so focused on the textbook side of things a lot of the lesson side of things. Focusing on Word was pretty cool and we wanted to adapt on the fly and respond to your questions.Ê I think that that was probably hopefully the best approach let us know if you don't and if you have any questions,Ê please contact both of us I'm Jeff.Gallant@usg.edu Tiffani is Tiffani.Reardon@usg.edu TIFFANI: and thanks for joining us, everyone Jonathan: thank you so much. I I'm going to turn off the recording but this room can remain open if you want to do some interactive Q&A English (United States)