Power Point - Multimedia

PowerPoint Accessibility Technical Standard 6: Multimedia (Video & Audio)

The “Why” Behind the Standard

Video and audio content are powerful instructional tools, but they create immediate accessibility barriers when text‑based alternatives are missing. Captions allow d/Deaf and hard‑of‑hearing students to access spoken content, while transcripts allow blind students to read audio content using screen readers.

The Goal: All video content must include synchronized captions, and all audio‑only content must have a text transcript.

Step 1: Captions for Embedded Videos

If you embed a video file (such as an MP4) directly into a slide, you must also attach a captions file, typically in .vtt or .srt format.

1. Select the video on the slide.
2. Go to the Playback tab.
3. Choose Insert Captions and select the caption file from your computer.
4. Verification: During slide show mode, a CC button appears on the video player, allowing users to toggle captions on and off.

Step 2: Linking to External Videos (YouTube, Vimeo)

When linking to externally hosted videos, you are still responsible for ensuring that the content is accessible.

1. The Rule: Only link to videos that have verified, professionally reviewed captions.
2. Warning: Do not rely on auto‑generated captions. These often contain serious errors, especially with technical or academic terms.
3. Action: If a required video is not captioned, contact the Digital Accessibility Program to discuss professional captioning options.

Step 3: Transcripts for Audio‑Only Content

Audio‑only materials, such as interviews or podcast clips, require a full text transcript.

1. Location: Ensure the transcript is easy for students to find.
2. Best Practice: Place the full transcript in the Slide Notes or provide a link to a separate accessible document.
3. Labeling: Add visible text near the audio icon stating: “Transcript available in the Slide Notes below.”

Step 4: Audio Description for Visual Information

Audio description provides spoken explanations of important visual information that is not conveyed through dialogue alone.

1. Check: Does the dialogue fully explain all meaningful visual actions?
2. If not: Provide a descriptive transcript that includes both dialogue and visual context.

Step 5: Disable Auto‑Play

Media that plays automatically when a slide opens can overwhelm screen readers and prevent users from navigating content effectively.

1. Select the video or audio object.
2. Go to the Playback tab.
3. Change the Start setting from Automatically to In Click Sequence or When Clicked On.

Step 6: Validation

1. Go to Review and select Check Accessibility.
2. Review any warnings labeled “Check for captions.”
3. PowerPoint lists each media item that does not have captions attached, prompting you to confirm accessibility.

Quick Checklist for Multimedia

• [ ] Do all embedded videos include .vtt or .srt caption files?
• [ ] Are externally linked videos professionally captioned (not auto‑generated)?
• [ ] Does every audio‑only clip include a text transcript?
• [ ] Is auto‑play disabled for all video and audio?
• [ ] If visual action is important, is it described in a transcript or audio description?