How to Set the Reading Order of a Slide | Section 508 for PowerPoint

Ensuring that the reading order of elements in a PowerPoint slide is correct is crucial for making the presentation accessible, especially for individuals using screen readers. In this guide, we will walk through the steps to check and set the reading order of a slide within Microsoft PowerPoint, using the built-in Accessibility Checker and other tools.

Video Guide

Accessing the Accessibility Checker

To begin, you need to open the Accessibility Checker in PowerPoint. This tool helps identify accessibility issues within your presentation. Follow these steps:

1. Select File: Open your PowerPoint presentation and go to the File menu.
2. Click Info: Under the File menu, click on Info.
3. Check Accessibility: Look for the option to Check Accessibility and select it. This will open the Accessibility Inspection Results panel.

Identifying and Addressing Errors

Once the Accessibility Checker is open, you will see a list of errors. In our video example, we focus on slide nine, which has multiple accessibility issues.

1. Select Slide Nine: Click on slide nine in the Accessibility Inspection Results.
2. Verify Object Order: Select the option to verify the object order. This action will open the Reading Order panel, which shows the current order of elements on the slide.

Using the Reading Order Panel

The Reading Order panel allows you to rearrange the elements on your slide to ensure they are read in a logical sequence by screen readers.

1. Accessing the Reading Order Panel: You can also open this panel by typing “reading order” into the search bar near the top of PowerPoint.
2. Reordering Elements: In the Reading Order panel, you can move elements up or down the list to set the correct reading order. For example:
   • Move the slide title (Title 1) to the top.
   • Follow with the content placeholder.
   • Ensure the slide number and any other content are in the desired order.
3. Excluding Decorative Elements: If the screen reader should not read some decorative images or elements, uncheck them in the Reading Order panel. This will exclude them from the reading sequence.

Verifying Changes

After adjusting the reading order, return to the Accessibility Checker to verify the correct changes.

1. Recheck Accessibility: Click the Check Accessibility button again to ensure your slide no longer has reading order issues.
2. Confirm Changes: Ensure all elements are in the correct order and that any decorative elements are excluded.

Using the Selection Pane

For additional verification, you can use the Selection Panel:

1. Accessing the Selection Pane: Type “arrange” into the search bar and select the Selection Pane from the results.
2. Matching Orders: Ensure the order in the Selection Pane matches the Reading Order panel. Adjust as necessary to maintain consistency.

Setting the correct reading order in PowerPoint is vital for accessibility. By using the Accessibility Checker, Reading Order panel, and Selection Pane, you can ensure your slides are accessible to all users.

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