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IGCSE ICT - Presentations: Alternative Text & Screentip

These notes detail how to add alternative text (alt text) and screentips to objects within PowerPoint presentations, addressing the specific objective of being able to add this crucial accessibility feature.

1. Introduction: Why Alternative Text and Screentips?

In the context of digital communication, accessibility is paramount. Alternative text and screentips are essential elements for creating inclusive presentations that can be understood by a wider audience, including:

• Visually impaired users: Screen readers utilize alt text to describe images.
• Users with slow internet connections: Alt text allows the content of an image to be conveyed even if the image fails to load.
• Users who cannot see the screen: Screentips provide additional information when a user hovers their mouse over an object.
• Search engines: Alt text helps search engines understand the content of images, improving SEO.

2. Understanding Alternative Text (Alt Text)

2.1 What is Alt Text?

Alternative text is a short description of an image that is displayed when the image cannot be shown. This can happen if the image file is missing, if the user has images disabled, or if a screen reader is being used.

2.2 How to Add Alt Text in PowerPoint

1. Select the image you wish to add alt text to.
2. Go to the Picture Format tab in the PowerPoint ribbon.
3. In the Alt Text group, click the Edit Alt Text button.
4. A text box will appear. Type a concise and descriptive description of the image.
5. Press Enter or click OK to save the alt text.

2.3 Best Practices for Writing Alt Text

• Be concise: Aim for descriptions under 125 characters.
• Be descriptive: Describe the content and function of the image.
• Be specific: Avoid generic descriptions like "image" or "picture".
• Context is key: Consider the context of the slide and how the image contributes to the overall message.
• Functional images: If an image is a link, describe the destination of the link (e.g., "Link to company website").
• Decorative images: If an image is purely decorative and adds no meaning, leave the alt text field blank (this signals to screen readers to ignore the image).

3. Understanding Screentips

3.1 What are Screentips?

Screentips are short pieces of text that appear when a user hovers their mouse pointer over a specific object in a PowerPoint presentation. They provide additional information or context about that object.

3.2 How to Add Screentips in PowerPoint

1. Select the object (e.g., text box, shape, image) to which you want to add a screentip.
2. Go to the Picture Format tab (if it's an image) or the Shape Format tab (if it's a shape) in the PowerPoint ribbon.
3. In the Arrange group, click Screentip.
4. A text box will appear. Type the information you want to display when the user hovers over the object.
5. Click OK to save the screentip.

3.3 Best Practices for Writing Screentips

• Keep it brief: Screentips should be short and to the point.
• Provide context: Offer additional information that isn't immediately apparent.
• Avoid repeating information: Don't simply reiterate what is already visible.
• Use sparingly: Too many screentips can be distracting.
• Consider the user experience: Ensure the screentip is helpful and doesn't hinder navigation.

4. Importance of Both Alternative Text and Screentips

Implementing both alternative text and screentips significantly enhances the accessibility and usability of your PowerPoint presentations. They cater to different user needs and provide valuable context, leading to a more inclusive and informative experience for everyone.

5. Checking for Accessibility

While PowerPoint has built-in features, it's always a good practice to check your presentations for accessibility. Some tools and methods include:

• Windows Accessibility Checker: This built-in tool can identify potential accessibility issues.
• Screen readers: Test your presentation using a screen reader to experience how it's perceived by visually impaired users.
• Accessibility checkers online: Various online tools can analyze your presentation for accessibility compliance.

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