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Interface & Basic Tasks IN MS PowerPoint With Screen Readers

by | Dec 6, 2023 | MS PowerPoint | 0 comments

Screen Layout OF MS PowerPoint

The screen layout of Microsoft PowerPoint when using a screen reader may vary depending on the version of PowerPoint you are using and the specific screen reader software.

Title Bar:

At the top of the PowerPoint window, you’ll find the title bar. This typically displays the name of the PowerPoint document or the application name.

Ribbon:

Below the title bar is the Ribbon, which contains various tabs and tools for formatting and editing your presentation. When you navigate to the Ribbon using a screen reader, it reads out the tab names (e.g., “Home,” “Insert,” “Design”) and their associated commands.

Slides Pane:

The main part of the PowerPoint window is occupied by the slides pane. This is where you work on your presentation. Each slide is presented as a separate object. As you navigate through the slides, the screen reader will announce the slide number and its content.

Slide Sorter Pane (Optional):

Some users may choose to view the Slide Sorter Pane on the left side of the screen. In this view, you can see a visual representation of all your slides, and the screen reader will announce each slide as you navigate through them.

Notes Pane (Optional):

If you have speaker notes associated with your slides, there may be a notes pane below the slide pane where the screen reader can read out the notes content.

Status Bar:

At the bottom of the window, you’ll typically find the status bar. It may display information about the current slide, such as slide number, layout, and other relevant details.

Task Panes and Dialogs:

Depending on the task you are performing (e.g., inserting an object, checking accessibility, applying transitions), PowerPoint may open additional task panes or dialog boxes. These elements will be read out by the screen reader, and you can navigate their content using screen reader commands.

Quick Access Toolbar:

Above the Ribbon, you might find the Quick Access Toolbar, which provides quick access to commonly used commands. Screen readers will announce the buttons and their functions.

Tabs In MS PowerPoint:

Microsoft PowerPoint, like other Microsoft Office applications, uses a tabbed interface to organize its features and functions. Tabs in PowerPoint provide a structured way to access various tools and options for creating and formatting presentations.

1. File Tab:

The File tab is not part of the Ribbon interface but is found in the top-left corner of the PowerPoint window. It is represented by the Microsoft Office logo or the application icon. Clicking on this tab opens the Backstage view, where you can perform actions related to the presentation file, such as opening, saving, printing, sharing, and accessing PowerPoint options.

2. Home Tab:

The Home tab is the default tab when you open PowerPoint. It contains commonly used tools for basic formatting, text editing, and slide management. Here, you can find commands for clipboard operations (cut, copy, paste), font formatting, paragraph alignment, and more.

3. Insert Tab:

The Insert tab provides tools for adding various types of content to your slides, including pictures, shapes, charts, tables, videos, audio, and more. You can also insert headers, footers, and slide numbers here.

4. Design Tab:

The Design tab is used for customizing the overall look and feel of your presentation. It offers a selection of predefined themes, slide background options, and font styles. You can quickly apply design elements to your slides from this tab.

5. Transitions Tab:

The Transitions tab allows you to apply transition effects between slides, making your presentations more visually engaging. You can control slide transition timing, add sound effects, and adjust transition options here.

6. Animations Tab:

The Animations tab is used for animating individual elements on your slides, such as text, objects, and images. You can choose from a variety of entrance, exit, and emphasis animations, and set animation timing and triggers.

7. Slide Show Tab:

The Slide Show tab provides tools for presenting your slides. It includes options for starting the presentation, rehearsing timings, setting up slide shows with custom settings, and controlling the presentation mode.

8. Review Tab:

The Review tab is focused on collaboration and proofing tools. It includes features like spell check, thesaurus, language preferences, comments, track changes, and accessibility checking.

9. View Tab:

The View tab offers various presentation views, such as Normal, Slide Sorter, Reading View, and Slide Master. You can also control grid and ruler settings, zoom levels, and access the Master Views group for advanced slide editing.

10. Add-Ins Tab:

The Add-Ins tab is not always visible but appears when you have add-ins or plugins installed. Add-ins can extend PowerPoint’s functionality and provide access to third-party services or tools.

Basic Tasks In PowerPoint Using Screen Readers:

Writing and Editing Text:

  • 1. Opening PowerPoint:

    Launch PowerPoint and open the desired presentation file.

  • 2. Navigating the Interface:

    Use screen reader commands to navigate through the PowerPoint interface. Common shortcuts include Tab, Shift + Tab, Arrow keys, and keyboard commands specific to your screen reader.

  • 3. Adding Text to Slides:
    • Navigate to the slide where you want to add text.
    • Use the “Insert” menu or the appropriate shortcut to add a text box.
    • Type your text using the keyboard. The screen reader should read out the text as you type.
  • 4. Editing Text:
    • Navigate to the text box containing the text you want to edit.
    • Use arrow keys or other navigation commands to move to the specific text you wish to edit.
    • Use your screen reader’s text-editing commands (like insert, delete, or replace) along with standard keyboard shortcuts (like Ctrl + X for cut, Ctrl + C for copy, Ctrl + V for paste) to make changes.

Deleting Elements:

  • 1. Deleting Text:
    • Navigate to the text you want to delete.
    • Use the appropriate deletion command (like Backspace or Delete) with your screen reader’s assistance to remove the text.
  • 2. Deleting Slides:
    • Navigate to the slide thumbnail pane (if available).
    • Select the slide you want to delete.
    • Use the “Delete” key or specific delete commands provided by your screen reader to remove the slide.

Creating Slides:

  • 1. Adding New Slides:
    • Use the “Insert” menu or appropriate shortcut to add a new slide.
    • Choose the slide layout you want (title slide, content slide, etc.).
  • 2. Customizing Slides:

    Use the available options in the PowerPoint interface to customize the new slide’s layout, text, graphics, or other elements.