Key Concepts and Recommendations 

Accessibility is a Package

Voice-over-PowerPoint (VOPP) alone is not enough. For full accessibility, always provide a full collection of files:

• A video with edited captions
• The PowerPoint (.pptx) and PDF export
• A readable transcript of your narration

Treat your narrated video as one piece of the learning package, not the end product​.

Maintain Parity in Presentation

When narrating or presenting, alternative text (alt-text) for images should be part of your spoken script, but avoid reading it verbatim. In-general, avoid excessive decorative imagery; every visual should serve a pedagogical function. When rehersing, use the “Talk to the Duck” method: (if you can explain it to a rubber duck, it’s probably clear​.)

Workflow Summary

Making accessible presentations along with supporting and ancillary materials can streamlined by following a consistent process. 

After initial planning, create your presentation with these principles in-mind:

• Use standard layouts
• Provide context on every slide
• Add alt-text to all meaningful visual aids

After applying the above best practices, check your presentation for additional Accessibility concerns.

• Select the Review tab, then select Check Accessibility
• Select the View tab, then select "Grayscale"
  • Grayscale can help identify more obvious color contrast issues in your presentation
• Select the View tab, then select Outline View
  • Outline view can help evaluate the reading order of your presentation. It also enables reviewing the presentation's heading structure.

Read, Review, Record. The language of your script should be in the slide's notes panel:

• Practice and revise your notes
• Record your narration with a clear voice and pacing
• Once recorded, export as MP4

Export and upload additional materials:

• Create a transcript (see "Transcripts and Captions" below)
• Save .pptx and .pdf copies
• Upload everything to Canvas or the web

Tips for Presenting Complex Visuals

Presentations are viewed as primarily visual in-nature, but in-practice, perceiving the slides frequently requires more information than simply the visual. Designing your presentation with these tips in mind will help to make sure your presentation can be perceived by the largest group possible.

• Always provide context: Never place an image on a slide without some supporting text.
• Use meaningful alt-text: Avoid literal, vague descriptions. Instead, convey purpose or emotion.
• Simplify diagrams and visual aids: Ask yourself:
  • What is essential here?
  • Can any detail be omitted?
  • What’s the simplest version that communicates this idea?

The alternate text for diagrams and visual aids should reflect the purpose. If the visual aid is purely illustrative, alternate text might simply explain the existence of the visual aid and the reason for it being presented. Otherwise, describe deeper details that reflect the purpose. 

Presenting Yourself and the Scene

• If possible, record with a webcam to build presence and connection.
  • Recording with Zoom or Teams? Your camera is recorded when it is enabled as part of the meeting.
  • Recording in the classroom? Kaltura Lecture Capture inserts video alongside your presentation.
  • If you are recording on your computer, you can use Cameo mode while recording.
• Introduce yourself at the start: name, title, pronouns, and presentation purpose.
• Briefly describe your appearance briefly for visually impaired viewers.

Best Practices for Narration

• Speak clearly and pause regularly.
• Use verbal cues to both describe and draw attention:
  • “On this slide…”
  • “The diagram on the right shows…”
• Skip decorative details that do not serve value.
• Practice your timing and flow to keep engagement high

Transcripts and Captions

Use Notes in PowerPoint for your script. Create your transcript by using the Export function to create handouts. A transcript will be created in Microsoft Word.

Final transcripts don’t need to match what you say verbatim, but they must preserve meaning and intent. 

• Videos recorded using Kaltura Lecture Capture are auto-captioned when they are uploaded. Don't forget to edit your Kaltura video captions in My Media.
• Videos recorded in PowerPoint can optionally have their own captions. If your presentation will exclusively be uploaded to Canvas, don't use them in-favor of captions auto-added by Kaltura in My Media.
• Zoom can create captions from the meeting audio.

For Further Assistance

• Check the Microsoft Support website for technical guidance, and best practices
• For assistance with PowerPoint, contact the UWM Help Desk.