4. Text

Content: Main Language, Font, Emphasis, Line Spacing, Text Alignment, Paragraphs, Inserting Columns, Creating Lists and Bulleted Lists, Text Contrast Ratio.

4.1 Main Language

Passages of text that differ from the main language are marked with the appropriate language (language change).

Further information

What does this mean?
If a presentation is written in more than one language, it is important to mark the passages that differ from the main language accordingly.

The main language of a presentation is the language used most frequently and the one that best describes the content. Defining the main language is important because it determines which spell-checking, grammar-checking, and other language-specific functions are used.

A language change refers to changing the language setting for a specific section or word in a presentation that differs from the main language. If sections or words in another language are used within a presentation, for example in quotations, foreign-language terms, or multilingual presentations, they must also be marked with the appropriate language.

Why is this important?
Marking language changes is important for the accessibility of presentations because it helps users who rely on screen readers or text-to-speech software to understand the text and the presentation more easily.

If a person uses a screen reader or text-to-speech software to read a presentation, they may have difficulty recognising and understanding passages that differ from the main language, because screen readers and text-to-speech software do not automatically detect language changes and their pronunciation is based on the language setting that has been applied.

Marking language changes therefore enables screen readers and text-to-speech software to use the correct pronunciation.

How can you implement/check this?
In PowerPoint, there is a setting that allows you to mark the language of the text. This function is usually used to ensure that spell-checking and grammar-checking are carried out in the correct language.

Here are the steps for Mac and Windows:

Mac

1. Click Tools in the menu bar at the top.
2. Select Language... from the drop-down menu.
3. A further menu will open showing the available language options. Select the desired language from the list.
4. Click OK to apply the language setting.
5. You can also find the language function in the bottom bar of the window.

Windows

1. Select the text that should be marked as being in another language.
2. Click the File tab and select Options.
3. Click Language.
4. Under Choose Editing Languages, select the language you want to use. You can also select multiple languages if you are working in more than one language.
5. Click OK to save the settings.

Once the language has been set correctly, PowerPoint can apply the appropriate proofing tools.

Alternatively, you can also change the language using the Language function in the bar below the presentation.

It is also possible to adjust the language for individual slides in the presentation. To do this, proceed as follows:

1. Select the slide whose language you want to adjust.
2. Click Review in the menu bar.
3. Click Language in the toolbar and select the desired language from the drop-down menu.

4.2 Font

The font is sans serif, for example Arial or Helvetica, and neither too bold nor too thin.

Further information

What does this mean?
It is advisable to choose a sans-serif font that is neither too bold nor too thin in order to ensure optimum readability. The main aim is to make individual letters and words easy to recognise and distinguish.

Serifs are small decorative elements or lines attached to the ends of letters. Sans-serif fonts have clear, smooth lines and appear more modern and plain than serif fonts.

It is important that the stroke width of fonts is between 10% and 20% of the x-height in order to ensure sufficient contrast. Sans-serif typefaces with only slight differences in stroke thickness are particularly suitable and generally correspond to the font weights Normal or Regular. Light and bold font weights, as well as typefaces with a high contrast in stroke thickness, should be avoided, especially when used for the entire text.

Why is this important?
Sans-serif fonts are easier to read, particularly for users who have difficulty following the flow of text or recognising and reading it. Serif fonts, for example Times New Roman, can make letters appear to blur into one another or become harder to read for some users, because the serifs create greater variation in letter shapes. In addition, fonts that are too thin or too bold can impair readability, especially for users with visual impairments.

How can you implement/check this?
When selecting fonts suitable for users with visual impairments, you should consider recognisability, distinguishability, the openness of characters, and low stroke contrast. Different font classifications and design principles can influence these factors. Recommended fonts therefore include: Arial, Calibri Regular, Helvetica, Lucida Sans Regular, Verdana Regular, Noto Sans Regular, Open Sans Regular, Source Sans Pro Regular, and Fira Sans Regular.

You can change the font in PowerPoint in various ways:

1. Open your presentation and select the Home tab. There you will find the Font option, which allows you to set a new font for the selected text.
2. Alternatively, right-click the text whose font you want to change and select Font. You can then choose a new font from the list.
3. From the font selection, choose a sans-serif font such as Arial, Helvetica, or Verdana.

If possible, a manual review of the presentation is advisable to ensure that the font is clear and easy to read, is neither too thin nor too bold, and is not overused in italics or underlining.

4.3 Emphasis

Emphasis using capital letters, italics, bold, underlining, or text effects such as gradient fills, glow effects, or text outlines is used sparingly.

Further information

What does this mean?
Highlighting text using capital letters or text effects such as colour gradients, glow effects, or text outlines should be used sparingly. In addition to capital letters, such emphasis may also include italic text, bold text, underlined text, and text effects such as shadows, soft edges, embossing, reflections, or a glowing appearance. These forms of emphasis should be limited to individual words at most so as not to disrupt the reading flow and to maintain a clear structure. It is also important to ensure that the font is sans serif and neither too bold nor too thin, as described in section 4.2.

Why is this important?
Emphasis created through capital letters or eye-catching text effects can disrupt the flow of reading and impair the readability of the text. For example, if important information is marked using various effects such as glow effects, colour gradients, and other forms of emphasis, this can distract readers from the actual content. However, a clear structure and good readability are particularly important for users who have difficulty following the flow of text or recognising and reading it. In addition, too many effects and highlights can be overstimulating.

How can you implement/check this?
To check the text for emphasis, proceed as follows:

1. Review the presentation.
2. Look for text passages that have been emphasised using bold, italics, or coloured highlighting.
3. Consider whether the formatting used actually adds value to the understanding of the content.
4. If in doubt, remove the emphasis.

To remove italics or underlining:

1. Select the text that should no longer be italicised or underlined.
2. In the Home tab, under Font, click the I button for italics and/or the U button for underline to remove the formatting.

4.4 Line Spacing

Line spacing is set to 1.5.

Further information

What does this mean?
In PowerPoint, line spacing refers to the vertical distance between the lines in a paragraph. For good readability, line spacing should be set to 1.5, or approximately 150% of the font size. However, in order not to disrupt the reading flow, the spacing should not be disproportionately large either.

Why is this important?
Line spacing that is too small can impair readability and cause visual strain. The eyes may have difficulty focusing on the next section of text, which can lead to slower reading and a higher error rate. In addition, small line spacing can cause greater eye strain and fatigue, especially in longer texts.

Sufficient line spacing of 1.5 helps users who have difficulty reading or concentrating to follow the flow of the text and understand the content more easily. It also contributes to a clear text structure. Appropriately generous line spacing makes it easier for the eyes to find the beginning of the next line.

How can you implement/check this?
To adjust line spacing in PowerPoint, follow these steps:

1. Select the text for which you want to change the line spacing.
2. Click the Home tab in the menu bar.
3. Look for the Paragraph group and click the Paragraph icon, or, on a Mac, click Line Spacing.
4. A dialogue box will open. Here you can change the line spacing.
5. If you need a specific value, enter it in the relevant field or use the arrows next to it.
6. Click OK to save the changes.

 

4.5 Text Alignment

The text is left-aligned.

Further information

What does this mean?
Left-aligned text is aligned with the left-hand margin of the presentation. This means that all lines begin at the same vertical line on the left, while the line endings vary on the right.

Why is this important?
Left-aligned formatting helps users who have difficulty following the flow of text because all lines begin at a common left margin and are therefore easier to follow. If lines have different lengths, it is easier for the eyes to move from one line to the next. Since justified text can create irregular word spacing and more frequent hyphenation, especially in narrow columns, left-aligned text is preferable.

How can you implement/check this?
To align text to the left in PowerPoint, follow these steps:

1. Select the text you want to align to the left.
2. Click the Home tab in the menu bar.
3. In the Paragraph group, click the Align Left icon, or, on a Mac, click Left Align.
4. Alternatively, you can use the keyboard shortcut Ctrl + L to align the text to the left.

4.6 Paragraphs

Paragraphs are created using paragraph breaks rather than tabs or soft line breaks, that is, there are no blank lines in the document.

Further information

What does this mean?
A new paragraph in a presentation should be created using a paragraph break rather than a tab or a soft line break. A paragraph break ends one paragraph and starts a new one on the next line. This creates a new paragraph without inserting unnecessary blank lines.

Why is this important?
It is important to avoid using soft line breaks and to use paragraph breaks instead. Screen reader users often navigate through text paragraph by paragraph and listen to the beginning of each paragraph in order to grasp its content. If a soft line break is used instead of a paragraph break, the screen reader may not recognise a new paragraph and may read out new line or blank line, which can disrupt the reading flow.

This can make the text unnecessarily long and confusing for users of screen readers or text-to-speech software. It can also make the presentation content harder to understand because the relationship between paragraphs is obscured. Instead of blank lines, paragraph spacing should therefore be used to structure the text. Paragraph spacing adds extra space between paragraphs without causing unnecessary interruptions when the text is read aloud.

How can you implement/check this?
In PowerPoint, line wrapping is enabled by default. To check paragraphs, you can proceed as follows:

1. Click the text box in which you want to check the paragraph formatting.
2. In the pane that opens, look for Format Text Effects and click the Text Box icon.
3. Check whether the box next to Wrap text in shape is ticked.
4. If it is not ticked, tick the box and close the menu.

Reviewing paragraph formatting can help you check whether all paragraphs in your text are formatted consistently and whether there are any errors or inconsistencies.

4.7 Inserting Columns

Columns are created using the Add or Remove Columns function rather than tabs. The space between the columns is wide enough for them to be visually distinct from one another.

Further information

What does this mean?
When using columns in PowerPoint, it is advisable to use PowerPoint’s Add or Remove Columns function. This helps to ensure a consistent layout throughout the presentation.

In PowerPoint, columns are a way of dividing text into several vertical sections. This can make long passages of text easier to read by distributing them across multiple columns. The columns may be of equal width or of different widths. Depending on your needs, a varying number of columns can be created, although for the sake of clarity it is advisable not to use too many.

If several columns are used in a presentation, enough space should be left between them so that they are visually distinct and easier to recognise. The space between columns should always be at least 6 mm.

Why is this important?
If columns in PowerPoint are not created using the appropriate function, but by manually inserting tabs or spaces, this can cause problems when the content is read aloud by screen readers or text-to-speech software. It is therefore important to use the appropriate PowerPoint function to create columns, so that the presentation remains accessible.

If the space between the columns is too small, readability may be impaired because the text may appear to overlap or merge visually. For users with visual impairments or other conditions, such as dyslexia, it may be difficult to perceive the spacing between closely placed columns. If the spacing is too narrow, letters may seem to merge or words may appear incomplete.

Appropriate column spacing therefore improves readability and helps to ensure that all users can read the presentation without difficulty.

How can you implement/check this?
To insert columns in PowerPoint using the Add or Remove Columns function, follow these steps:

1. Place the cursor where you want to insert the columns.
2. Click the Home tab in the menu bar.
3. In the Paragraph group, click Add or Remove Columns.
4. Select the number of columns you want from the drop-down menu, or enter the number manually.
5. If you want to remove the columns later, repeat steps 1 to 3 and then select One Column.

To adjust the columns in PowerPoint, follow these steps:

1. Place the cursor where you want to adjust the columns.
2. Click the Home tab in the menu bar.
3. In the Paragraph group, click Add or Remove Columns.
4. Under More Columns, you can adjust the spacing between the columns.

By adjusting the columns in PowerPoint, you can ensure that your text is formatted and presented as clearly as possible.

4.8 Creating Lists and Bulleted Lists

Only content that actually constitutes a list or bulleted list is presented as such. These are created using list or bullet formats.

Further information

What does this mean?
List and bullet formats in PowerPoint are specific formatting options used to create a list of items or points. There are two types of lists in PowerPoint: unordered lists and ordered lists.

Unordered lists are lists in which the items are marked with a symbol or bullet, and the order is not important. Ordered lists, by contrast, are lists in which the items are arranged numerically or alphabetically and the order matters.

To improve readability and clarity, lists should be structured sensibly. For example, advantages could be grouped in one list and disadvantages in another. This helps users to grasp and process the information more easily.

In general, whenever lists or bullet points are used, you should ask whether this formatting is really necessary and appropriate, and whether it helps users understand the content.

Why is this important?
Using manually created bullet symbols can result in a list not being recognised as a coherent list and therefore becoming inaccessible. If a list is not read out correctly by screen readers or text-to-speech software, users may have difficulty recognising how many items it contains or understanding it fully and in context. As a result, important information may not be conveyed properly. Using list and bullet formats ensures that screen reader users can perceive these elements as actual lists and interpret them as a coherent whole.

Correct structuring of presentations is important for overall accessibility. Using lists or bullet points where such a structure genuinely exists makes navigation easier and improves the presentation’s clarity. However, if passages of text are formatted as lists or bullet points purely for visual emphasis, this can create confusion and difficulties for users of screen readers and text-to-speech software.

An example of correct use would be a list of tasks that must be completed in a specific order. An incorrect use would be formatting a passage of text as a list purely for visual emphasis even though it does not actually represent a sequence or a list.

How can you implement/check this?
To create a list or numbered list in PowerPoint, proceed as follows:

Mac

1. Select the text you want to format.
2. Go to the Home tab in the menu bar.
3. Look for the Paragraph group. There you will find the Bullets button with a drop-down arrow.
4. Click the arrow next to the button. A drop-down menu will appear.
5. Click Numbering and Bullets. A new window will open with various formatting options.
6. In the Bullets and Numbering window, you can choose from a range of styles.

Windows

1. Click the Home tab in the menu bar.
2. In the Paragraph group, click the Bullets or Numbering button to select the relevant format.
3. Enter your text and press Enter after each line. PowerPoint will automatically add the next bullet or number.
4. You can also select different bullet and numbering formats by clicking the arrow next to the relevant buttons in the Paragraph group.

To check this, look for content in the presentation that is displayed as a list or bulleted list. Check whether each of these sections actually represents a list. Lists and bullet points should be used to present groups of similar or related items. If you think content has been formatted incorrectly as a bulleted or numbered list, you can correct this by removing the bullets with the Delete or Backspace key, or by clicking the list function again.

4.9 Text Contrast Ratio

Text has a contrast ratio of at least 4.5:1 against the background.

Further information

What does this mean?
In PowerPoint, contrast ratio refers to the difference in brightness between the text and the background on which it is displayed. A high contrast ratio makes text easier to read. Sufficient contrast is achieved when the text colour clearly stands out from the background colour. For standard text, the contrast ratio should be at least 4.5:1. Black text on a white background, or vice versa, provides optimal contrast. If other colours are used, the contrast ratio must be checked.

Why is this important?
A sufficient contrast ratio between text and background is very important, especially for users with impaired vision. If the contrast is too low, the text may be difficult or impossible to read, which creates barriers to accessing information.

For example, people with colour blindness may have difficulty distinguishing between certain colours. A sufficient contrast ratio helps to ensure that they can still read the text. If the contrast ratio between text and background is low, the text may be difficult to read even when it is large.

Adequate contrast is not only helpful for users with visual impairments. Users working in poor lighting conditions, using black-and-white printouts, or following a presentation via a projector also benefit from a high contrast ratio. Sufficient contrast helps to ensure that content is clearly visible and therefore easier to understand and process.

How can you implement/check this?
If you find that your presentation does not provide sufficient contrast, you can either change the text colour or adjust the background colour to improve the contrast ratio. Here is a simple guide:

1. Select the text for which you want to improve the contrast.
2. Click the Home tab in the menu bar.
3. Click the Font Colour button under Font and select a colour that contrasts more strongly with the background. For example, if the background is dark, choose a light font colour.

It is also worth noting that PowerPoint includes accessible templates designed specifically for users with visual impairments. If you use one of these templates, the contrast ratio may already be optimised.

To ensure that the contrast ratio between text and background is suitable, you can use online tools or downloadable software to calculate it automatically.

If in doubt, it is advisable to choose dark text, preferably black, on a light background, preferably white, as this always ensures a contrast ratio of at least 4.5:1.