How to Choose File Names in PowerPoint | Section 508 for PowerPoint

Creating Section 508-compliant file names is crucial for accessibility, especially for PowerPoint presentations. In this guide, we will walk through the process of ensuring your file names meet the Section 508 standards by keeping them concise, descriptive, and free of special characters.

Video Guide

Why Section 508 Compliance Matters

Section 508 of the Rehabilitation Act requires federal agencies to make their electronic and information technology accessible to people with disabilities. This includes ensuring that file names in documents are accessible, which means they should be easy to understand, short, and free of characters that could cause issues in screen readers or other assistive technologies.

Guidelines for Section 508 Compliant File Names

Keep It Under 30 Characters

File names should be less than 30 characters. This ensures they are easy to read and manage, especially in environments where screen readers or other assistive technologies are used.

Descriptive Content

Your file name should clearly describe the contents of the file. This helps users quickly understand the purpose or subject of the file without needing to open it.

Avoid Special Characters

Special characters can cause issues in various systems and assistive technologies. Ensure your file names do not include any special characters such as &, %, $, @, etc.

Remove Spaces

Spaces in file names can be problematic in some systems and with assistive technologies. Replace spaces with underscores (_) or use camel case (capitalizing each word’s first letter without spaces).

Download the Free Section 508 Checklist for Microsoft PowerPoint:

Step-by-Step Guide

Example Scenario

Let’s say you have a PowerPoint presentation initially named “Tag, section 508 and Word.” This file name contains a special character (comma) and a space, which we need to address.

Identifying Issues

1. Special Character: The comma (,) is a special character that needs to be removed.
2. Spaces: The spaces should be removed or replaced with underscores.
3. Length: Ensure the new file name remains under 30 characters.

Renaming Process

1. Remove Special Characters: Replace “Tag – section 508 and word” with “Tag section 508 and word”.
2. Remove Spaces: Change “Tag section 508 and word” to “Section508WordTAG”.
3. Check Length: Ensure the new name is less than 30 characters. If not, shorten it further.

Ensuring your file names comply with Section 508 is a simple yet crucial step in making your documents accessible. By keeping names short, descriptive, and free of special characters and spaces, you help all users, including those using assistive technologies, to access your content easily.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!