2. Presentation

Content: Main Language, Document Title, Table of Contents.

2.1 Main Language

The main language of the presentation matches the language used for spell-checking.

Further information

What does this mean?
It is important that the language set for spell-checking in PowerPoint matches the language primarily used in the presentation. If several languages are used in a presentation, the language can be changed manually for specific sections or words to ensure that spell-checking works correctly.

Why is this important?
It is important that the main language of the presentation matches the spell-check language so that the presentation is pronounced correctly by text-to-speech software. Otherwise, the presentation may be difficult to understand for users with reading difficulties, learning difficulties, or visual impairments who rely on a screen reader or text-to-speech software to access the content. If the actual language does not match the spell-check settings, this may lead to incorrect pronunciation by text-to-speech software, which in turn may cause the content of the presentation to be misunderstood or its meaning to be distorted.

How can you implement/check this?
There are different ways to change the main language of a document, depending on whether you are using Mac or Windows.

The main language of a PowerPoint presentation can be adjusted as follows:

Mac
The main language cannot be adjusted directly on a Mac. The primary language set during installation is used.

Windows

1. Open the presentation and click File in the menu bar.
2. Click Options at the bottom of the menu.
3. Click Language on the left-hand side of the window.
4. Select the desired language from the Primary editing language drop-down menu.
5. Click OK to save the settings.

Once the main language of the presentation has been changed, PowerPoint’s proofing and spell-checking tools will automatically use that language.

2.2 Document Title

The title on the first slide is stored in the metadata, is meaningful, and is easy to understand.

Further information

What does this mean?
It is important to make the title of a presentation easy to understand and meaningful. This means that the title should be phrased in clear and concise terms that accurately reflect the content of the presentation. The title should enable readers to recognise quickly what the presentation is about and what purpose it serves. This title must also be stored in the metadata in order to make it easier for users to identify and organise the presentation.

Metadata is information that describes or identifies a presentation and is usually invisible to viewers. It includes various properties, such as the title, the author, the creation date, the file format, and the file size. Keywords or tags can also be used as metadata to describe the content of the presentation and make it easier to find later for searching or archiving.

Why is this important?
A meaningful and easy-to-understand title stored in the metadata makes it easier for users who rely on screen readers or text-to-speech software to navigate and access a document. Users with visual impairments or learning difficulties cannot scan a presentation visually to determine whether it is relevant to them. Instead, they rely on screen readers or text-to-speech software to understand the content. A meaningful and easy-to-understand title can help them grasp the content of the presentation quickly and decide whether they want to continue reading.

An example of a meaningful and easy-to-understand title would be Guide to Document Accessibility. This title gives readers a clear idea of what the presentation is about. A poor title, by contrast, would be simply Accessibility. This title is too general and does not tell readers clearly enough what the presentation is about, which may lead to confusion and a considerable waste of time for users of screen readers and text-to-speech software.

How can you implement/check this?
There are different ways to enter a document title in the metadata, depending on the operating system:

Mac

1. Click File.
2. Click Properties and open the Summary tab to access the metadata.
3. Enter the title in the field provided.

Windows

1. Click File in the top left-hand corner of the screen.
2. Click Info.
3. Under Properties, click in the relevant field and enter the title.

To check whether the title has been stored correctly in the metadata, click File and Info again. You should find the title you entered there.

Ultimately, you must decide for yourself whether a title is meaningful. However, keep in mind that the decision to read a presentation is often made on the basis of the title alone.

2.3 Table of Contents

Longer presentations include a table of contents at the beginning.

Further information

What does this mean?
For longer presentations, a table of contents should be created to provide an overview of the sections of the presentation. In general, a presentation is considered extensive if it contains several slides and the content is complex.

A table of contents is a list of the chapters or sections of a presentation. It gives readers an overview of the content and structure of the presentation and makes it easier to find specific topics or sections. Normally, the table of contents is placed at the beginning of a presentation and indicates the slide number on which each section begins.

Why is this important?
A table of contents is extremely valuable for users who need a clear structure in order to find their way around a longer presentation. It is an essential tool for orientation and navigation within the presentation and can save readers the time-consuming task of searching for relevant information.

How can you implement/check this?
There are various ways to create a table of contents in PowerPoint. Two methods for PowerPoint 2003 and 2007 onwards are outlined below:

1. First, create all slides and only begin creating the table of contents at the end.
2. In PowerPoint 2003, go to View in the ribbon and open the Slide Sorter function.
3. Use the Summary Slide or Table of Contents Slide options to create a table of contents.

From PowerPoint 2007 onwards, the individual steps must be carried out manually:

1. Go to the View tab and open Outline View.
2. If you only want to include the headings in your table of contents, right-click in the outline and select Collapse > Collapse All.
3. Select and copy the outline on the left-hand side using Ctrl + C, then right-click and create a New Slide.
4. Paste the outline onto the new slide using Ctrl + V. Optionally, you can add the slide number at the end of each line.
5. Finally, choose a title and move the slide to the correct position.

The table of contents will now appear on the slide. You can move it or resize it like any other object in PowerPoint.