How to use george!
ACCESSIBILITY: GENERATE ALT TEXT
Use the george! Generate Alt Text function to add or edit Alternative Text to images, charts and tables for screen readers and 508 compliance.
“Screen readers are software programs that allow blind or visually impaired users to read the text that is displayed on the computer screen with a speech synthesizer or braille display.”
– American Foundation for the Blind
The Generate Alt Text function george! provides automatically adds Alternative Text to all slides and all images in your PowerPoint file so that people with disabilities who use a screen reader will be able to read your files, in accordance with 508 Compliance standards set by the United States Government.
About Alt Text
Alternative Text for each inserted object has two parts:
- A title for the special object
- A description that can be optionally read to the disabled individual.
Creating these two pieces of readable data for every picture, chart, shape, SmartArt, table, text box, and video in your PowerPoint file can be a time consuming and expensive process. george! helps by automatically generating Alt Text for you, and by making it faster and easier to find and edit Alt Text.
There's one more thing that you should know. Slide Titles are also important for accessibility and george! can't add those, but you can, as you build your slides.
To Generate or Edit Alt Text
- Click on Generate Alt Text on the george! ribbon to open the dialog box.
- Select. Mark the slides and image types you want to work with.
- Actions to perform. Choose "Generate text" or "Review and edit".
- Existing text? Choose whether or not to replace any existing Alt Text.
- Click Start.
george! will scan your PowerPoint file to find inserted objects that require Alternative Text.
- Click All to scan the entire file.
- Click Only Selected Slides to limit the scan, in which case you need to select the slides you want to inspect prior to starting this function.
Objects to check
You can search for all objects or just particular objects.
- By default all objects are checked.
- Click in the check mark box to deselect any objects you do not want to scan for.
Actions to perform
Click Generate text to have george! automatically generate Alternate Text from the data it has about the object.
- The file type is used as the Alt Text Title.
- The file name is used as the Alt Text description.
For Example: A picture on a slide will be given an Alt Title of "Picture" and the Alt Text description will be the picture's file name, such as "apples.png" or "76768193.jpg" or "CEO-Bill-Hastings.tif"
Tell george! how you want to handle any Alt Text that may already exist.
- Do not replace / Replace: As you run this function you can specify whether or not you want george! to replace existing Alt Text, if found.
Actions to perform:
Click Review and edit to move through your file to:
- View each object requiring Alt Text
- See the current Alt Text
- Edit the Alt Text Title and description to make them truly descriptive
- Apply your edits
To achieve full 508 compliance
Allowing george! to automatically generate alternative text is an excellent starting point. However, there may be more that you could do.
With your PowerPoint file open, click on File > Info > Check for Issues > Check Accessibility. This will bring up a task pane that will list any accessibility issues found.
Visit the U.S. Department of Health & Human Services website to learn more about Section 508 and to obtain checklists of 508 requirements for PowerPoint and other file types.