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State of Vermont Presentation Templates 

The Chief Marketing Office has developed Microsoft PowerPoint presentation templates that offer slide layout options with a variety of content types. Below are step-by-step editing instructions. 

Download a State of Vermont Presentation Template

Please note the presentation templates are located on the Chief Marketing Office SharePoint site and are only available to State of Vermont employees.

 

  • Basic Presentation Template

    This template includes three title page options (three photos, one photo, and no photos) and a variety of basic slide layout options for presentation content.

    State of Vermont Presentation Template Version 1

  • Extended Presentation Template

    This template includes six title page options, accessibility requests, cameo, timed activity, and section header layouts, and Microsoft Stock photo Slide Masters.

    State of Vermont Presentation Template Version 2

Instructions to Edit the PowerPoint Presentation Templates 

  1. Step One: Create a Template File

  2. Step Two: Create a New Document

  3. Step Three: Edit the Document Properties

  4. Step Four: Add Content

  5. Step Five: Add Notes/Captions

  6. Step Six: Verify Reading Order

  7. Step Seven: Run the Accessibility Checker

  8. Step Eight: Remove Comments

  9. Step Nine: Save as a PDF

  10. Step Ten: Run the Acrobat Accessibility Checker

 

Step One: Create a Template File 

The first step is to create an actual PowerPoint template file on your computer. Saving the document as a 'true' PowerPoint template will allow you to use the template again and again without the danger of overwriting it. 

  1. Open one of the presentation templates in your web browser.
  2. Click on the 'Editing' menu in the upper right to expand the editing options.
  3. Select the 'Open in Desktop App' option. 
  4. Click the ‘File’ menu at the top of the screen and click 'Save As'.
  5. Click in the 'File Type' field where PowerPoint Presentation (*.pptx) appears.
  6. Select 'PowerPoint Template (*.potx)' in the list. Above the file name, the folder location should change to 'Documents > Custom Office Templates'.
  7. Click the 'Save' button.
  8. Click the ‘File’ menu at the top of the screen and click 'Close'.

How To Video
Create a Template

Step Two: Create a New Document 

The next step is to create a new document based on your saved template. In this step you will save the document with a file name that meets accessibility standards. 

  1. Click the ‘File’ menu at the top of the screen and click 'New'.
  2. Click the 'Personal' tab to see the presentationt template that you previously saved.
  3. Click on the presentation template file that you previously saved. The actual name will vary depending on the version of the file.
  4. Click the ‘File’ menu at the top of the screen and click 'Save As'.
  5. Click in the 'Enter the file name here' box.
  6. Navigate to where you wish to save the file. 
  7. Type your file name in the 'Enter file name here' box.
    • Don't include 'final' or 'draft' as part of your document name. 
    • Use lowercase letters with dashes (for example, document-accessibility-checklist.docx).
    • Do not use underscores, spaces, special characters, or version dates (unless it’s in the title).
  8. Click 'Save'.

How To Video
Create a Document

How To Video
File Names and Document Properties

Step Three: Edit the Document Properties 

In step three, you will edit the document metaproperties (Title, Tags, Comments, Author, etc.). Start by adding a title and updating the author. Once updated, the document metaproperties are transferred over to the PDF document properties. 

The title is different from the file name. This is an opportunity to be more descriptive without the file naming convention elements like dashes, dates, versions, etc. It also improves the overall searchability and accessibility of the document properties. 

By default the author is listed as the individual who developed the template. It is important to update the author to you and/or the other member(s) of your team. This detail is helpful in the event a reader needs to connect with the author.

  1. Click the ‘File’ menu at the top of the screen and click 'Info'.
  2. On the right, click 'Show All Properties' at the bottom.
  3. On the right, there is an option for a 'Title'. Place your cursor anywhere in the text 'Add a title' and enter your document title. 
    • Don’t include 'final' or 'draft' as part of the title.
    • A best practice is to use the title that is supplied on the first page of your document.
  4. Update the document author.
  5. Right click on the current author and select 'Remove Person'.
  6. Click into the 'Add an author' field.
  7. Click the 'Address' book button.
  8. Click in the 'Search' field.
  9. Type the last name of the author and press the 'Enter' key on your keyboard.
  10. Select the correct author from the list of search results. 
  11. Click the 'To' button.
  12. Click the 'Ok' button.
  13. Click the back arrow at the top of the screen to return to the template.
  14. Click the 'Save' button.

How To Video
View or Change the Properties for an Office File

Step Four: Add Content 

The Presentation templates include different slide layouts that have been built as Slide Masters. The layouts feature a variety of content types that have been established with accessibility in mind and the default color options are from the State of Vermont Color Palette. A notable difference when working in PowerPoint, is that there is not a paragraph and character Styles Panel. The Slide Masters have been set up with consistent paragraph and character styling, to account for not having a Styles Panel . Additionally, the Slide Masters will help achieve consistency throughout presentations. 

To add content to the template, you can type directly into the template or copy and paste content. As a first step, you should add as much of your content to the template as possible and then make adjustments based on the longest amount of content.

Additional Resources
Make your PowerPoint presentations accessible to people with disabilities

Additional Resources
SOV O365 Training Series
Please note this is a Chief Performance Office training series and is only available to State of Vermont employees.

Accessible Accommodations Statement

A slide with an accessible accommodations statement has been included in the templates. This statement helps users request the content in an alternative format. The Chief Marketing Office recommends that this information be included on all State of Vermont communications. When including an accessible accommodations statement, list a specific person in charge of the communication. Do not list a generic email address. The person listed must be available and reachable at the contact methods supplied to answer questions. It is also important to supply more than one contact method.

To receive this information in an alternative format or for other accessibility requests, please contact:
Name, Title 
Agency/Department
first.last@vermont.gov, 802-000-0000

  1. Open the 'Home' tab at the top of the screen. 
  2. Locate the 'New Slide' option and click the New Slide and arrow text to open the list of Slide Master layouts. 
  3. Select the desired Slide Master layout.

Helpful Tip

The presentation templates include a variety of title page options. Remove any unused placeholder photo or content frames from your presentation to prevent reading order or accessibility issues.  

  1. Place your cursor in any portion of content on the pre-established slide layouts that you would like to edit and type your content.

Helpful Tip

If you are pasting content, use the 'Keep Text Only (T)' in the paste options. This will ensure that the content is added without any formatting from where it was copied. 

How-to Video
Design Slides for People with Dyslexia

The State of Vermont templates include color swatch options from the State of Vermont Color Palette. Colors should be changed or selected after all content is added.

  1. Select the specific words or place your cursor anywhere in the content type you would like to change the color of.
  2. Open the 'Home' tab at the top of the screen. 
  3. Locate the 'Font' section and 'Font Color' option and click the arrow on the right side of it. This will open the color swatch options that have been established for the State of Vermont templates.
  4. Select a new color from the list of options.
  5. The appearance of the specific words you have highlighted or the content type has now been updated.

Helpful Tip

If you change the color of a content type that you have not yet edited, you will need to click off the content type to preview your changes.

Check Color Combinations
ContrastChecker.com
WebAim.org

For hyperlinks to be accessible to individuals using screen readers and others with accessibility challenges, it is important that hyperlinks be inserted consistently, formatted consistently, and provide explanatory text in the link text rather than the actual URL of the page.

  1. Select the word(s) that you want to hyperlink. 
  2. Right click and select 'Link' from the list of options provided.
  3. Select 'Existing File or Web Page' in the 'Link to:' section in the top left of the window. 
  4. In the 'Text to display:' field at the top of the window, the text that you highlighted will be displayed.
  5. Place your cursor in the 'Address:' field at the bottom of the window and enter the URL for your hyperlink.
  6. Click 'Ok' to create the hyperlink. 

Helpful Tip

When the hyperlink is created, the text changes to default Microsoft 'Hyperlink' style. Don't change the 'Hyperlink' color, which is set to Microsoft default blue for unclicked hyperlinks and purple for clicked hyperlinks, or remove the underline. This formatting is reserved for hyperlinks.

How-to Video
Create Hyperlinks

When adding pictures, it is important to follow the proper steps to ensure that they are inserted correctly, formatted correctly, and that Alt Text is added.

  1. Click the center of the content placeholder where you would like to add an image to open a finder window.
  2. Navigate to the picture you would like to add.
  3. Click 'Ok' at the bottom of the window.
  4. Open the 'Picture Format' menu at the top of the screen. 
  5. Click 'Alt Text' to open the 'Alt Text' Panel. 
  6. Select any default text in the field for 'Alt text' and hit backspace to delete the content.
  7. Type your alt text into the 'Alt Text' field.

How-To
Image Accessibility

How-To
Add Alt Text or Mark an Image/Icon as Decorative

Additional Resources
Written guidance for adding alt text.
How to Write Alt Text and Image Descriptions for the visually impaired

The extended presentation template comes with Slide Masters that use full-frame Microsoft Stock photos. These photos can be updated. Additionally, if these Slide Masters are used in your presentation, it is important to review the default alt text of the photo to ensure it aligns with your content.

Update a Slide Master Full-Frame Photo

  1. Click the 'View' menu at the top of the screen.
  2. Select 'Slide Master'.
  3. Scroll to the Slide Master that contains a photo you would like to update.
  4. Select the photo.
  5. Open the 'Insert' menu at the top of the screen. 
  6. Click on the 'Stock Images' option. 
  7. Search the Microsoft Stock options available.
  8. Once you locate a new image, click on the image to select it.
  9. Click 'Insert (1)' at the bottom of the window.
  10. Adjust the size of the image to make it fill the frame. Leave the green footer bar with the date, slide number, and Moon Over Mountains logo uncovered. 

Review and Update the Default Alt text of a Slide Master with a Full-Frame Photo

  1. Click the 'View' menu at the top of the screen.
  2. Select 'Slide Master'.
  3. Scroll to the Slide Master with the full-frame photo used in your presentation.
  4. Select the photo.
  5. Open the 'Picture Format' menu at the top of the screen. 
  6. Click 'Alt Text' to open the 'Alt Text' Panel. 
  7. Review the default text in the field for 'Alt text' and make edits so it aligns with your content.

How-To
Image Accessibility

How-To
Add Alt Text or Mark an Image/Icon as Decorative

Additional Resources
Written guidance for adding alt text.
How to Write Alt Text and Image Descriptions for the visually impaired

Icons are an added visual element and should be considered decorative. Be sure to add any information that icons should convey as part of the written content of your presentation. Any icons in the templates have been marked as decorative because the data points they are associated with include descriptions. To insert or change the icons follow the steps below.  

Add New Icons

  1. Open the 'Insert' menu at the top of the screen.
  2. Click on 'Icons' from the 'Illustrations' section.
  3. Search for options available within PowerPoint. When icons are inserted this way, they have alt text by default.
  4. Once you locate a new icon, click on the icon to select it.
  5. Click 'Insert (1)' at the bottom of the window.
  6. Open the 'Graphics Format' menu at the top of the screen. 
  7. Click 'Alt Text' to open the 'Alt Text' panel. 
  8. Select any default text in the field for 'Alt Text'.
  9. Select the checkbox 'Mark as decorative' or type your alt text into the 'Alt Text' field.

Change Existing Icons

  1. Select the icon that you would like to change. 
  2. Open the 'Graphics Format' menu at the top of the screen.
  3. Click on 'Change Graphic' and select 'From Icons'.
  4. Search for options available within Word. When icons are inserted this way, they have alt text by default.
  5. Once you locate a new icon, click on the icon to select it.
  6. Click 'Insert (1)' at the bottom of the window.
  7. Open the 'Graphics Format' menu at the top of the screen. 
  8. Click 'Alt Text' to open the 'Alt Text' panel. 
  9. Select any default text in the field for 'Alt text'.
  10. Select the checkbox 'Mark as decorative' or type your alt text into the 'Alt Text' field.

How-To Video
Insert Icons

Images that serve no purpose in conveying information should be marked as decorative. Marking them as decorative will cause screen readers to skip over them.

  1. Click on a picture or icon that should be marked as decorative.
  2. Open the 'Picture Format' menu at the top of the screen. 
  3. Click 'Alt Text' to open the 'Alt Text' Panel. 
  4. Check the box 'Mark as Decorative'.

How-To
Add Alt Text or Mark an Image/Icon as Decorative

A content placeholder includes options to insert Stock Images, Pictures, Icons, SmartArt Graphics, Cameos, Videos, Tables, or Charts. This placeholder has several options in the center.

  1. Open the 'Home' tab at the top of the screen. 
  2. Locate the 'New Slide' option and click the arrow text to open the list of Slide Master options. 
  3. Select an option with a content placeholder.
  4. On the newly inserted slide, in the center of the content placeholder, select the icon for the type of content you would like to insert. Or open the 'Insert' tab at the top of the screen.
  5. Once you have inserted content, open the 'Picture Format' menu at the top of the screen. 
  6. Click 'Alt Text' to open the 'Alt Text' Panel. 
  7. Select any default text in the field for 'Alt text' and hit backspace to delete the content.
  8. Type your alt text into the 'Alt Text' field.

Helpful Tip

Consider supplying an alternative format for your video to ensure equitable access to the content. This could be in the form of captions, or a narrative or script.  

How-To
Add Closed Captions or Subtitles to Media in PowerPoint

  1. Select a content placeholder.
  2. Click the 'Insert' tab at the top of the screen. 
  3. Click the arrow on the 'Media' button, select 'Video' and 'Online Videos'.
  4. Add your URL for the online video.
  5. Click 'Insert' at the bottom of the window.
  6. Click on the video.
  7. Open the 'Picture Format' menu at the top of the screen. 
  8. Click 'Alt Text' to open the 'Alt Text' Panel. 
  9. Select any default text in the field for 'Alt text'.
  10. Type your alt text into the 'Alt Text' field.

Helpful Tip

Consider supplying an alternative format for your video to ensure equitable access to the content. This could be in the form of captions, or a narrative or script.  

How-To
Add Closed Captions or Subtitles to Media in PowerPoint

These instructions provide guidance for adding charts to an accessible presentation template. Please note these instructions do not supply specific instructions for formatting the chart but focus on the steps needed to make the chart accessible.

Add New Charts

  1. Click the 'Insert Chart' option in the center of a content placeholder where you would like to add a chart.
  2. Select the desired chart type from the options on the left of the 'Insert Chart' window.
  3. Click 'Ok' at the bottom of the window.
  4. Click on the chart.
  5. Open the 'Format' menu on the top of the screen. 
  6. Click 'Alt Text' to open the 'Alt Text' Panel. 
  7. Select any default text in the field for 'Alt text'.
  8. Type your alt text into the 'Alt Text' field.

Change the Sample Chart Type

  1. Click on an existing chart.
  2. Open the 'Chart Design' window on the top of the screen.
  3. Click 'Change Chart Type' on the far right.
  4. Select the desired chart type from the options on the left of the 'Change Chart Type' window.
  5. Click 'Ok' at the bottom of the window.
  6. Click on the chart.
  7. Open the 'Format' menu at the top of the screen. 
  8. Click 'Alt Text' to open the 'Alt Text' Panel'. 
  9. Select any default text in the field for 'Alt text'.
  10. Type your alt text into the 'Alt Text' field.

How-To
Add Alt Text or Mark an Image/Icon as Decorative

Additional Resources
Written guidance for adding alt text.
How to Write Alt Text and Image Descriptions for the visually impaired

The presentation templates include a Slide Master SmartArt option. To insert a new or update a SmartArt graphic follow the steps below. 

Add a New SmartArt Graphic

  1. Open the 'Home' tab at the top of the screen. 
  2. Locate the 'New Slide' option and click the arrow text to open the list of Slide Master options. 
  3. Select the 'Title Top, SmartArt, and Caption' option or a different option with a content placeholder.
  4. Click the 'SmartArt' button in the center of the content placeholder.
  5. Select the type of SmartArt you would like to add on the left of the 'Choose a SmartArt Graphic' window.
  6. Then choose the desired SmartArt sub-type on the right of the 'Choose a SmartArt Graphic' window.
  7. Click 'Ok' at the bottom of the window.
  8. Update the details in the SmartArt dialogue box to reflect your data.
  9. Click the 'X' to close the grid.
  10. Edit the caption Content Placeholder to describe what it is being shown in the SmartArt. Name the SmartArt type (for example, list, process, cycle, etc.) and data. Concisely describe all details.
  11. Select the text that you have just added and right click and copy the text.
  12. Click on the SmartArt.
  13. Open the 'Format' menu on the top of the screen. 
  14. Click 'Alt Text' to open the 'Alt Text' panel. 
  15. Select any default text in the field for 'Alt text' and hit backspace to delete the content.
  16. To set your caption as 'Alt Text', right click and 'Paste' your content into the 'Alt Text' field.

Edit a SmartArt Graphic

  1. Click on the SmartArt.
  2. Open the 'SmartArt Design' menu at the top of the screen.
  3. Use the functions in this menu ribbon to make layout edits to the SmartArt.

How-To Video
Create a SmartArt Graphic from Scratch

Step Five: Add Notes/Captions 

The content of your presentation should be provided in a variety of formats so it is accessible to a broad audience. One way to accomplish this is to add notes/captions to each slide. These will function like alt text on an image and should provide a detailed description of the slide content, including written and visual elements. When creating notes/captions, imagine that you are presenting to an audience and the screen is behind you. Write out what you are saying to the audience and what is on the screen behind you.

  1. Below each slide in PowerPoint there is an area to 'Click to add notes'.
  2. Click in this area and add the notes/captions for each slide.

Step Six: Verify Reading Order 

The content within the presentation template has been carefully ordered so that each element is read aloud by assistive technologies in the correct order (e.g., title and slide content). As you edit the presentation, the reading order could become incorrect and it is important to correct it. When you verify the reading order of your presentation you are ensuring that users who may be using assistive technology, such as screen readers, receive the content in the order you intend.

  1. Open the 'Review' tab at the top of the screen.
  2. Click the arrow on the 'Check Accessibility' option and select 'Reading Order Pane'.
  3. Click on each slide and verify that all the elements included appear in the correct order on the 'Reading Order Pane'.

How-to Video
Create Slides with an Accessible Reading Order

Step Five: Run the Accessibility Checker 

Run the Accessibility Checker to make sure your presentation is accessible. The checker provides errors and warnings when content formatting is not considered accessible. Additionally, the Accessibility Checker provides direction or tips on how to fix the errors and warnings. This can be done after the presentation is drafted, but it is more helpful to keep it running as you work so you can correct issues as you add content.

  1. Open the 'Review' tab at the top of the screen.
  2. Click on 'Check Accessibility' to open the 'Accessibility Panel'.
  3. Review the 'Accessibility Panel' for any 'Errors' or 'Warnings' that are flagged.
  4. Correct each of the 'Errors' and 'Warnings'. 

Helpful Tip

The Accessibility Checker will be better able to flag issues as your content is added.  

How-to
Run the Accessibility Checker

Step Eight: Remove Comments 

The presentation templates contain comments that have helpful reminders and tips when adding your content. Before creating a PDF of the PowerPoint presentation, the comments need to be removed so they do not save as part of the PDF file.

  1. Open the 'Review' tab at the top of the screen.
  2. Click the arrow on the 'Show Comments' button and select 'Comments Pane' to open the 'Comments Panel'. 
  3. Review each comment to make sure there are no remaining items to address.
  4. At the top of each comment, there is a series of three dots.
  5. Click the three dots and select 'Delete Thread' to remove each comment.

Step Nine: Save as a PDF 

Before creating a PDF of the PowerPoint presentation, make sure the following steps have been completed: 

  • All comments have been removed.
  • Notes/captions have been added to each slide.
  • The reading order has been verified.
  • The Accessibility Checker has been run one final time and all errors and warnings have been corrected. 
  • Run a final spell check.

  1. If you have Adobe Acrobat Pro DC, open the 'Acrobat' tab at the top of the screen and click 'Create PDF'.
  2. If you have Adobe Reader, open the 'File' tab at the top of the screen and select 'Save as Adobe PDF'.
  3. Navigate to the location where you would like to save your PDF.
  4. Click 'Save' at the bottom of the window.

Helpful Tip

Do not create a PDF by selecting 'Print' and changing your 'Printer' to 'Adobe PDF'. Do not create a PDF by clicking 'Save As' and changing your file type/extension to 'PDF'.

How-to Video
Convert PowerPoint Document to a PDF

Step Ten: Run the Acrobat Accessibility Checker 

Once the PowerPoint presentation has been saved as a PDF, the new file will need to be opened in Adobe Acrobat Pro and the Accessibility Checker needs to be completed to find accessibility issues within the PDF file. Even though the Accessibility Checker was run in PowerPoint, there are often elements that need to be corrected in the PDF version. Often, some of the Acrobat Accessibility Check warnings are simply to confirm the document properties and formatting that were completed in the steps above. It is important to see this as an opportunity to double-check that content meets accessibility guidelines.

  1. Open your PDF.
  2. Open the 'Menu' at the top of the screen and click 'Document properties'.
  3. Add metadata (Title, Author, Subject, Keywords) on the 'Description' tab. The Document Properties that were added in Step Three above should be provided. This step assures that all the metadata details are as intended. 
  4. Scroll down to the bottom of the window and click 'Ok'.
  5. On the right, select the 'All tools' menu, select 'Prepare for accessibility', and 'Check for accessibility'.
  6. On the 'Accessibility Checker Options' window, click 'Select All' to make sure all options are checked.
  7. Click 'Start Checking' at the bottom of the window.
  8. A new 'Accessibility Checker' panel opens with details of any accessibility issues within your PDF file. 
  9. Correct each of the accessibility issues that have been flagged. 

How-to Video
Run the Acrobat Accessibility Checker