Additional Information

Speaker notes

What they are

Speaker notes are text areas below each slide where you can add detailed information, reminders, and explanations that won't appear on the slide itself. They're visible to the presenter but not the audience during a presentation.

Why they matter

Speaker notes improve accessibility in several ways:

• Provide detailed context that can be exported with the presentation
• Include long descriptions of complex visuals
• Add transcripts of audio content
• Screen reader users can access the full content when reviewing the file
• Help presenters provide consistent, complete information

How to add speaker notes

1. In Normal view, locate the Notes pane below the slide
2. Click in the Notes pane and type your notes
3. If the Notes pane isn't visible, go to View → Notes
4. Expand the Notes pane by dragging the border upward

Best practices for speaker notes

• Add detailed explanations: Include information that expands on slide content
• Describe complex visuals: Provide long descriptions of charts, diagrams, and images
• Include transcripts: Add transcripts for any audio content
• Write complete sentences: Notes should be understandable on their own
• Organize logically: Structure notes to follow the flow of the presentation
• Use proper formatting: Use headings, lists, and paragraphs for readability

What to include in speaker notes

• Detailed explanations of data shown in charts and graphs
• Full context for abbreviated points on slides
• Source citations and references
• Presentation timing cues
• Alternative ways to explain complex concepts
• Answers to anticipated questions

Tables (avoid)

What they are

Tables are grid structures used to organize data in rows and columns. While tables are common in documents, they present significant accessibility challenges in PowerPoint presentations.

Why to avoid them

Tables create accessibility barriers in PowerPoint:

• Screen reader issues: PowerPoint tables don't properly identify headers, making navigation difficult
• Reading order problems: Screen readers may read table content in illogical order
• Visual complexity: Tables are difficult to see clearly when projected or on small screens
• Cognitive load: Dense tables overwhelm audiences and detract from presentations
• Export problems: Tables often lose structure when exported to PDF or other formats

Better alternatives to tables

1. Use bullet points or lists

Break down table data into simple lists that are easier to understand and navigate.

2. Create simple charts or graphs

Visual representations of data are often more accessible and engaging than tables.

• Use bar charts to compare values
• Use line graphs to show trends
• Use pie charts for proportions (with patterns, not just colors)

3. Highlight key comparisons

Focus on the most important data points rather than showing everything.

4. Use multiple slides

Break complex data into multiple slides, each focusing on one aspect.

5. Provide detailed data in handouts

Include complete tables in supplementary documents or speaker notes rather than on slides.

If you must use a table

If a table is absolutely necessary, follow these guidelines:

• Keep it simple: Maximum 3-4 columns and 5-6 rows
• Use clear headers: First row should clearly identify each column
• Designate header row: Go to Table Design → Header Row
• High contrast: Ensure text is clearly visible against backgrounds
• Large text: Use minimum 18pt font size
• Add alt text: Describe the table's purpose and key findings
• Include in notes: Add a text description in speaker notes
• Test readability: Check that content is readable when projected

How to designate header rows in tables

1. Click anywhere in the table
2. Go to the Table Design tab
3. Check the Header Row option
4. Verify the first row is styled as headers