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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 PowerPoint 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 State of Vermont Word Presentation Templates 

Step 1: Create a Template File 

The first step is to create an actual 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

    Open the template in your web browser.

  2. Editing

    Select the 'Editing' menu in the upper right to expand the editing options.

  3. TEXT

    Select the 'Open in Desktop App' option. 

  4. Save As

    Select the ‘File’ menu at the top of the screen and 'Save As'.

  5. File Type

    Place your cursor in the 'File Type' field where PowerPoint Presentation (*.pptx) appears.

  6. PowerPoint Template

    Select 'PowerPoint Template (*.potx)' in the list. Above the file name, the folder location should change to 'Documents Custom Office Templates'.

  7. Save

    Select 'Save'.

  8. Close

    Select the ‘File’ menu at the top of the screen and 'Close'.

  • Create a Template

    Watch a video from the Microsoft Support section to learn how to create a template.

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Step 2: 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. New

    Select the ‘File’ menu at the top of the screen and 'New'.

  2. Personal

    Select the 'Personal' tab to see the template you previously saved.

  3. Template File

    Select the template file. The actual name will vary depending on the version of the file.

  4. Save As

    Select the ‘File’ menu at the top of the screen and 'Save As'.

  5. Enter the File Name Here

    Place your cursor in the 'Enter the file name here' field.

  6. Navigate

    Navigate to where you wish to save the file.

  7. Enter File Name Here

    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. Save

    Select 'Save'.

  • Create a Presentation in PowerPoint

    Watch a video from the Microsoft Support section to learn how to create a presentation in PowerPoint.

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  • Create Accessible File Names

    Watch a video from the Microsoft Support section to learn how to create accessible file names.

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Step 3: 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 will be transferred 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. 

The author is listed as the individual who developed the template by default. It is essential to update the author to you and/or your team's other member(s). This detail is helpful if a reader needs to connect with the author.  

  1. Info

    Select the ‘File’ menu at the top of the screen and 'Info'.

  2. Show All Properties

    Select 'Show All Properties' at the bottom on the right.

  3. Title

    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' in the title.
    • A best practice is to use the title supplied on your document's first page.
  4. Author

    Update the document author.

  5. Remove Person

    Right-click on the current author and select 'Remove Person'.

  6. Add an Author

    Select the 'Add an author' field.

  7. Address

    Select the 'Address' book button.

  8. Search

    Place your cursor in the 'Search' field.

  9. Last Name of the Author

    Type the last name of the author and press 'Enter'.

  10. Select

    Select the correct author from the search results. 

  11. To

    Select 'To'.

  12. Ok

    Select 'Ok'.

  13. Back Arrow

    Select the back arrow at the top of the screen to return to the template.

  14. Save

    Select 'Save'.

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Step 4: 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.

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. Home

    Open the 'Home' tab at the top of the screen.

  2. New Slide

    Locate the 'New Slide' option and select the New Slide and arrow text to open the list of Slide Master layouts.

  3. Slide Master Layout

    Select the desired Slide Master layout.

Helpful Tip for the Reading Order

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

    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 for Pasting Content

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. 

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 Text

    Select the specific words or place your cursor anywhere in the content type you would like to change the color of.

  2. Home

    Open the 'Home' tab at the top of the screen.

  3. Font Color

    Locate the 'Font' section and 'Font Color' option and select 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

    Select a new color from the list of options.

  5. Color is Updated

    The appearance of the specific words you have highlighted or the content type has now been updated.

Helpful Tip for Changing Color of a Content Type

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

For hyperlinks to be accessible to individuals using screen readers and others with access needs, they must be inserted and formatted consistently. The link text must be explanatory rather than the actual URL.

  1. Select Text

    Select the text you want to hyperlink.

  2. Link

    Right-click and select 'Link'.

  3. Existing File or Web Page

    Select 'Existing File or Web Page' in the 'Link to:' section.

  4. Text to Display

    In the 'Text to display:' field, the text that you highlighted will be displayed.

  5. Address

    Place your cursor in the 'Address:' field at the bottom of the window and enter the URL for your hyperlink.

  6. Ok

    Select 'Ok' to create the hyperlink.

Helpful Tip for Hyperlinks

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.

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

  1. Content Placeholder

    Select the center of the content placeholder where you would like to add an image to open a finder window.

  2. Navigate to the Picture

    Navigate to the picture you would like to add.

  3. Ok

    Select'Ok'.

  4. Picture Format

    Open the 'Picture Format' menu at the top of the screen.

  5. Alt Text

    Select 'Alt Text' to open the 'Alt Text' Panel.

  6. Remove Default Alt Text

    Select any default text in the 'Alt text' field and press backspace to delete the content.

  7. Add Alt Text

    Enter your alt text into the 'Alt Text' field.

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. View

    Select 'View' menu at the top of the screen.

  2. Slide Master

    Select 'Slide Master'.

  3. Select Slide Master

    Select the Slide Master containing a photo you want to update.

  4. Select Photo

    Select the photo.

  5. Insert

    Open the 'Insert' menu at the top of the screen.

  6. Stock Images

    Select 'Stock Images'.

  7. Search

    Search Microsoft Stock options.

  8. Select an Image

    Select the new image you would like to use.

  9. Insert

    Select 'Insert (1)'.

  10. Adjust

    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. View

    Select the 'View' menu at the top of the screen.

  2. Slide Master

    Select 'Slide Master'.

  3. Select Slide Master

    Select the Slide Master with the full-frame photo used in your presentation.

  4. Select Photo

    Select the photo.

  5. Picture Format

    Open the 'Picture Format' menu at the top of the screen.

  6. Alt Text

    Select 'Alt Text' to open the 'Alt Text' Panel.

  7. Review Default Alt Text

    Review the default text in the field for 'Alt text' and make edits so it aligns with your content.

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

Add New Icons

  1. Insert

    Open the 'Insert' menu at the top of the screen.

  2. Icons

    Select 'Icons' from the 'Illustrations' section.

  3. Search

    Search for options available within PowerPoint. When icons are inserted this way, they have alt text by default.

  4. Select

    Once you locate a new icon, select it.

  5. Insert

    Select 'Insert (1)'.

  6. Graphics Format

    Open the 'Graphics Format' menu at the top of the screen.

  7. Alt Text

    Select 'Alt Text' to open the 'Alt Text' panel.

  8. Select Text

    Select any default text in the 'Alt Text' field and press backspace to delete the content.

  9. Mark as Decorative

    Select the 'Mark as decorative' checkbox or type your alt text into the 'Alt Text' field.

Change Existing Icons

  1. Select

    Select the icon that you would like to change.

  2. Graphics Format

    Open the 'Graphics Format' menu at the top of the screen.

  3. Change Graphic

    Select 'Change Graphic' and select 'From Icons'.

  4. Search

    Search for options available within Word. When icons are inserted this way, they have alt text by default.

  5. Select

    Once you locate a new icon, select the icon.

  6. Insert

    Select 'Insert (1)'.

  7. Graphics Format

    Open the 'Graphics Format' menu at the top of the screen.

  8. Alt Text

    Select 'Alt Text' to open the 'Alt Text' panel.

  9. Select Text

    Select any default text in the 'Alt text' field and press backspace to delete the content.

  10. Mark as Decorative

    Select the 'Mark as decorative' checkbox or type your alt text into the 'Alt Text' field.

Pictures or icons that serve no purpose in conveying information should be marked as decorative. Marking them as decorative will cause screen readers to skip over them when reading the screen.

  1. Select

    Select a picture or icon that should be marked as decorative.

  2. Picture Format

    Open the 'Picture Format' menu at the top of the screen.

  3. Alt Text

    Select 'Alt Text' to open the 'Alt Text' panel.

  4. Select Text

    Select any default text in the 'Alt text' field and press backspace to delete the content.

  5. Mark as Decorative

    Select the 'Mark as decorative' checkbox.

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. Home

    Open the 'Home' tab at the top of the screen.

  2. New Slide

    Locate the 'New Slide' option and select the arrow text to open the list of Slide Master options.

  3. Select

    Select an option with a content placeholder.

  4. Insert

    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. Picture Format

    Once you have inserted content, open the 'Picture Format' menu at the top of the screen.

  6. Alt Text

    Select 'Alt Text' to open the 'Alt Text' Panel. 

  7. Select Text

    Select any default text in the field for 'Alt text' and press backspace to delete the content.

  8. Add Alt Text

    Enter your alt text into the 'Alt Text' field.

Helpful Tip for Videos

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.  

  1. Select

    Select a content placeholder.

  2. Insert

    Select the 'Insert' tab at the top of the screen.

  3. Online Videos

    Select the arrow on the 'Media' button, select 'Video' and 'Online Videos'.

  4. URL

    Add your URL for the online video.

  5. Insert

    Select 'Insert'.

  6. Select

    Select the video.

  7. Picture Format

    Open the 'Picture Format' menu at the top of the screen.

  8. Alt Text

    Select 'Alt Text' to open the 'Alt Text' Panel.

  9. Remove Default Alt Text

    Select any default text in the 'Alt text' field and press backspace to delete the content.

  10. Add Alt Text

    Enter your alt text into the 'Alt Text' field.

Helpful Tip for Videos

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.  

The steps below guide adding charts to the template. Please note these steps do not supply specific instructions for formatting the chart; they focus on the steps needed to make the chart accessible.

Add New Charts

  1. Insert Chart

    Select 'Insert Chart' in the center of a content placeholder.

  2. Insert Chart

    Select the desired chart type from the options in the 'Insert Chart' window.

  3. Ok

    Select 'Ok'.

  4. Select

    Select the chart.

  5. Format

    Open the 'Format' menu on the top of the screen.

  6. Alt Text

    Select 'Alt Text' to open the 'Alt Text' Panel.

  7. Remove Default Alt Text

    Select any default text in the 'Alt text' field and press backspace to delete the content.

  8. Add Alt Text

    Enter your alt text into the 'Alt Text' field.

Change the Sample Chart Type

  1. Select

    Select an existing chart.

  2. Chart Design

    Open the 'Chart Design' window on the top of the screen.

  3. Change Chart Type

    Select 'Change Chart Type' on the far right.

  4. Select Chart Type

    Select the desired chart type on the 'Change Chart Type' window.

  5. Ok

    Select 'Ok'.

  6. Select

    Select the chart.

  7. Format

    Open the 'Format' menu at the top of the screen.

  8. Alt Text

    Select<'Alt Text' to open the 'Alt Text' Panel'.

  9. Remove Default Alt Text

    Select any default text in the 'Alt text' field and press backspace to delete the content.

  10. Add Alt Text

    Enter your alt text into the 'Alt Text' field.

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. Home

    Open the 'Home' tab at the top of the screen.

  2. New Slide

    Locate the 'New Slide' option and select the arrow text to open the list of Slide Master options.

  3. Title Top, SmartArt, and Caption Option

    Select the 'Title Top, SmartArt, and Caption' option or a different option with a content placeholder.

  4. SmartArt

    Select the 'SmartArt' button in the center of the content placeholder.

  5. Choose a SmartArt Graphic

    Select the type of SmartArt you would like to add on the 'Choose a SmartArt Graphic' window.

  6. SmartArt Sub-Type

    Then choose the desired SmartArt sub-type on the right of the 'Choose a SmartArt Graphic' window.

  7. Ok

    Select 'Ok'.

  8. SmartArt Dialogue Box

    Update the details in the SmartArt dialogue box to reflect your data.

  9. X

    Select 'X' to close the grid.

  10. Caption

    Edit the caption Content Placeholder to describe what is being shown in the SmartArt. Name the SmartArt type (for example, list, process, cycle, etc.) and data. Concisely describe all details.

  11. Copy Caption

    Select the caption text and right-click and copy the text.

  12. Select

    Select the SmartArt.

  13. Format

    Open the 'Format' menu on the top of the screen.

  14. Alt Text

    Select 'Alt Text' to open the 'Alt Text' panel.

  15. Remove Default Alt Text

    Select any default text in the 'Alt text' field and press backspace to delete the content.

  16. Paste Caption Text

    To set your caption as 'Alt Text', right-click and 'Paste' your content into the 'Alt Text' field.

Edit a SmartArt Graphic

  1. Select

    Select the SmartArt.

  2. SmartArt Design

    Open the 'SmartArt Design' menu at the top of the screen.

  3. Edit SmartArt

    Use the functions in this menu ribbon to make layout edits to the SmartArt.

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Step 5: 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. Notes

    Below each slide in PowerPoint there is an area to 'Click to add notes'.

  2. Place your Cursor

    Place your cursor in this area and add the notes/captions for each slide.

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Step 6: 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. Review

    Open the 'Review' tab at the top of the screen.

  2. Reading Order Pane

    Select the arrow on the 'Check Accessibility' option and select 'Reading Order Pane'.

  3. Verify Order

    Select each slide and verify that all the elements included appear in the correct order on the 'Reading Order Pane'.

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Step 7: 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 fixing errors and warnings. This can be done after the presentation is drafted, but keeping it running as you work is more helpful so you can correct issues as you add content.

  1. Review

    Open the 'Review' menu at the top of the screen.

  2. Check Accessibility

    Select 'Check Accessibility' to open the 'Accessibility' panel.

  3. Review the Accessibility Panel

    Review the 'Accessibility' panel for any 'Errors' or 'Warnings'.

  4. Correct Errors and Warnings

    Correct each of the 'Errors' and 'Warnings'.

Helpful Tip for the Accessibility Checker

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

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Step 8: Remove Comments 

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

  1. Review

    Open the 'Review' menu at the top of the screen.

  2. Show Comments

    On the 'Show Comments' button, select the down arrow and select 'List' to open the 'Comments' panel.

  3. Review Comments

    Review each comment to make sure there are no remaining items to address.

  4. Comment Options

    At the top of each comment is a series of three dots.

  5. Delete Thread

    Select the three dots and 'Delete Thread' to remove each comment.

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Step 9: Save as a PDF 

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

  1. Remove all comments.
  2. Add notes/captions to each slide.
  3. Verify the reading order for each slide.
  4. Run the Accessibility Checker one final time and correct all errors and warnings.
  5. Run a final spell check.

  1. Acrobat

    If you have Adobe Acrobat Pro DC, open the 'Acrobat' tab at the top of the screen and select 'Create PDF'.

  2. File

    If you have Adobe Reader, open the 'File' menu at the top of the screen and select 'Save as Adobe PDF'.

  3. Navigate to File Folder

    Navigate to the location where you would like to save your PDF.

  4. Save

    Select 'Save'.

Helpful Tip for Creating a PDF

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'.

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Step 10: Run the Acrobat Accessibility Checker 

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

  1. Open

    Open your PDF.

  2. Menu

    Open the 'Menu' at the top of the screen and select 'Document properties'.

  3. Add Metadata

    Add metadata (Title, Author, Subject, Keywords) on the 'Description' tab. The Document Properties that were added in Step 3 above should be provided. This step assures that all the metadata details are as intended.

  4. Ok

    Scroll down to the bottom of the window and select 'Ok'.

  5. Prepare for Accessibility

    Select the 'All tools' menu, 'Prepare for accessibility', and 'Check for accessibility'.

  6. Accessibility Checker Options

    On the 'Accessibility Checker Options' window, select 'Select All' to ensure all options are checked.

  7. Start Checking

    Select 'Start Checking'.

  8. Accessibility Checker

    A new 'Accessibility Checker' panel opens with details of any accessibility issues within your PDF file.

  9. Correct Accessibility Issues

    Correct each of the accessibility issues that have been flagged.

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