Announcer: OTAN, Outreach and Technical Assistance Network.

Margaret Teske: Welcome to making materials accessible for the EL Civics Exchange. We're glad to see you here this morning. Very early, somebody already dropped out.

Talking about birds too much I think. My name is Margaret Teske. I'm with the CASAS as a program specialist. And we have with us, go ahead, Portia.

Portia La Ferla: I'm Portia La Ferla, also a program specialist for CASAS.

Margaret Teske: And in the background, somewhere is David Espinoza. He's a very helpful colleague at OTAN, who works with the EL Civics Exchange as well. We also have Penny Pearson in the room, who retired and is somehow reappearing after retirement.

Portia La Ferla: Can you say it like a bad penny.

Margaret Teske: No. Like a good Penny. So I posted the PowerPoint in the chat. It's in a tiny URL, but it's also linked here, which is the proper way to do it when you do accessibility.

And there's a QR code if you would like that. OK. Today, we're going to be giving you a quick summary of the submission to the EL Civics Exchange. Sandra Watts just did that this morning if you were with her earlier.

Then we're going to talk quickly about what is 508 Compliance. When we say that, what does that mean? And we're going to talk through Word, and accessibility in Word, and then PowerPoint and accessibility in that, and then some further resources.

So to start with, quick summary, now, I don't know how many people are in the room. Can somebody tell me that?

Portia La Ferla: It's just me and your monitor at the moment.

Margaret Teske: OK. So I think you guys know where that is and where to go. But the link is there. I was going to show that. But I don't need to. So cool. It's in the PowerPoint.

On the Exchange, that's easy to get to the begin the submission process by just clicking on the blue button, logging in, or creating an account. And then log in. There's a quick two-page submission info that you need to put in, and upload your document.

Then you'll get notification of approval, or possibly needs improvement. And that's emailed to you directly.

OK. So what is 508 Compliance? I'm making it very simple here because I don't want to overwhelm people. But it's just really help for those with disabilities. And so we have to think what a visually impaired person might see, or not see when they're looking at something like a Word document, and a PowerPoint.

So if they really are blind, they really can't see much. So they have to rely on audio cues. So that's something we need to think about when we're dealing with accessibility.

And they can't see the pictures. So what do they do? We'll talk about that.

And then all of the submitted materials need to be licensed for sharing, using Creative Commons. It is an attribution for non commercial share alike so it's called CC BI and CSA and that's the attribution that we require for submitting to the Exchange.

And we do that because we don't want it to be commercial materials. We can't share teacher to teacher that kind of thing or share for any commercial gain. But we also want to make it so that people can reuse it, and make it maybe more to what they need locally.

So for instance, maybe Mount Sac has materials that include Walnut, their local city or area. But they want to use it in Sacramento. So in Sacramento, they're going to add different hospitals, different schools that they have in that area to the EL Civics materials that are on the Civics Exchange.

And as we go through this, if you have any questions, please ask, and we will also help you at any time with any information about this. OTAN CASAS are very helpful in this regard.

Portia La Ferla: Margaret, would you mind going to presentation screen on your PowerPoint? It might be easier for our online folks to see it.

Margaret Teske: Well, see, here's the problem. I'm using this because we're going to be talking about how to make materials accessible using PowerPoint. So that's why I'm in this mode.

But probably, Portia will be going in the next slide to her to more of the screen mode. OK. And Portia, you're on next. So I'm going to stop sharing.

Portia La Ferla: Can you go back to the PowerPoint, Margaret?

Margaret Teske: I'm sorry. Go ahead.

Portia La Ferla: Just go back to the PowerPoint.

Margaret Teske: OK. Yes. Is that it? No?

Portia La Ferla: OK. So go ahead to the next slide.

Margaret Teske: OK.

Portia La Ferla: So I'm going to talk about accessibility in Word. And I'm going to use two documents. One that is not accessible, and one that I edited to make it accessible.

And then at the end of the workshop, I will give you both of those documents and my notes, so that you can go back and review and play with them as your learning materials. And these are some of the common issues that we'll be dealing with.

There are more. There are things we won't even talk about. Things like color contrast, which are really important. But this is a pretty short workshop, and this is already a massive amount of information.

So I don't expect anybody to remember everything the first time you see it. And that's why I'll give you these notes. And hopefully, this video will become available. We don't know. But we're hoping it will become available.

So let's see. Just if you go to the next one, Margaret.

Margaret Teske: Yeah.

Portia La Ferla: And this is just how to turn on the Accessibility Checker, which I'm going to show you. And then if you just scroll quickly through the next slides, these are some of the things that I'm going to demonstrate. And these notes are here within the PowerPoint, so that you can review.

And a lot of these notes come from the Microsoft Word support. And there is a link to that in OTAN under their accessibility resources.

So if you can just scroll. So there's alternative text. And there is a link to MS office support that you can use.

They're like two-minute how to videos, and they are fabulous. And between what Penny and David taught me and those videos, I'm very much self-taught, except for their assistance. And it is doable. And it gets to be fun after a bit.

And this is just about useful hyperlinks. And we'll talk about that within the documents, and how to set tabs, make lines, and creating head rows, columns, line spacing.

Margaret Teske: And I think that's it.

Portia La Ferla: That's it. So all those are there for Word. Yeah. All of those are there for you. And the issues that I'll demonstrate in these two documents now. Thank you, Margaret.

Margaret Teske: Yeah. And someone shared in the chat about the accessibility links for OTAN.

Portia La Ferla: Thank you. Thank you, Penny. OK. So you should be seeing two documents side by side here. And the document on this side is not an accessible document. The document on this side is an accessible document.

And what I'm going to do is walk you through this, and show you how I know that. Well, I know it because I did the work. But anyway, if you go up here where it says review, you can click on this, where it says check accessibility, and that will open the Accessibility Checker for you.

If I open it on this side, if you notice, I have quite a few errors. I have 17 plus 17 that must be fixed, plus these warnings about checking the reading order. If I do the same thing on this side, I go to review, check accessibility, no accessibility issues are found. So that's because this is the edited document.

As we go through the presentation, you can stop me at any time. I'm going to go pretty fast just because it's a short period of time that we have for this.

But when I look at this document, I'm also going to use one other resource. We go to home again.

And it's under paragraph. And it's this little pea. And this show's formatting.

So if I look at this document, you see all these little peas here? That means somebody use the enter bar to create space. And we want to avoid doing that because a screen reader is going to read that.

If I do the same thing on this side under paragraph, you have to go to home first, and then paragraph. And I turn it on. I have this one little one, and I just couldn't get rid of that one. But I don't have a lot of them.

So that's one thing that we'll look at later. But I just wanted to show you this paragraph marking and how useful it is when you're trying to format documents. So I'm going to turn it off right now because I don't need it.

Margaret Teske: Portia, when the reader is reading it, will say naturalization process, paragraph, end of paragraph, or does it just go to the next one?

Portia La Ferla: No, it will read that every time.

Margaret Teske: OK.

Portia La Ferla: So there's another difference between these two documents. This document was formatted manually. So if I click around here, you'll notice it's just I used the font, and I use font size to create all of this.

But in this one, you see these little corners that appear when I click on it, these little things here, these are what are called styles. And when you format documents, you should use this in Microsoft Word. It's called styles. It's right here.

And what styles will do is give the document a structure that helps-- it's a structure for the screen reader that helps the person who's listening. So all of those headers, for example, these things that are header rows at different levels, the person who's using the screen reader can scroll through those, and decide what parts they want to listen to or not. And there are other functions as well.

And using styles is really easy. So I don't have to retype any of this. I'm just going to turn on styles here by clicking down here.

And notice that I have all of these different levels. I'm going to put my cursor here. And I want this to be a header one. And now, it's a header. This is actually part of that header.

So I'm going to click it again. And then this part here is just body taxes. It's just information.

Once I've done that, if I don't like what I've done, I can copy this, and I can hover over styles here. And I can change it. I can decide I like a different style better.

Be careful of using italics, all caps, and colors, because those things make it harder for a screen reader. I'm going to stick with what I have here. But I think this text is too small.

So I can go ahead, and edit that, and make it bigger. Well, that just made all of it bigger, which is fine. But I can just make this part bigger if I want to. And I can make it bold, or not bold.

You can edit it within the styles. The styles are sticking. They're still there. We OK that part?

Penny Pearson: You have another question.

Portia La Ferla: OK.

Penny Pearson: If you have it in bold, do they tell the reader say in bold?

Portia La Ferla: That would be a Penny David question.

Margaret Teske: No it does not it does not indicate font color, font stylization, and bold, italic, or any of that.

Penny Pearson: OK. Thank you.

Portia La Ferla: So I'm going to come up here to my errors. And it says missing object description. If I click on the first one, it's this map right here, right?

And the screen reader just sees that as a blank shape. It doesn't know what's in there. So the way that you fix that, there are a couple of ways to get there.

But I'm just going to right click, and go here where it says view alt text. And I'm going to click on that. And now, I have a few options.

I have one option that says mark as decorative. And if I market is decorative, the screen reader is fine with. That error is just going to disappear.

And I would only do that if this picture isn't important to the content of the document. So maybe it just looks pretty there. But if it has content, that's important. And that's for you to decide. I'm going to decide that this content is important. I need to give it a description.

So I can click on this generate Alt text for me. And Microsoft Word will do that. So if I click here, it calls it a shape.

I don't find that very satisfying. So I'm going to put my own text in here. I'm going to call this map of the United States. Oops. Sorry about that.

And that's it. So now, when I close this, that disappeared. I don't have that problem anymore. It does not appear as an error. It goes to the next one.

I have one more thing that I need to do on this picture. And it is this. When you have pictures, you need to put them in line with text. They need to be marked that way.

If I do a different text wrapping, for example, maybe I'll do, I don't know, maybe I'll do square. here we go.

And then if I do square, I can move this up here, and have the text go around the picture. You never want to do that, because that's going to interrupt the screen reader. So it has to go this map of the United States. We'll take map of the United States. You don't want to do that. So always mark your images in line with text.

And once you do that, you can move the picture around. So if you like in this one here, it's in line with text. And I can choose to put it in the center, to the left, to the right. That's up to me. But it's still in line with text.

OK so far? I'm going to just keep going until somebody stops me. The next error is this one. It says doc shaped group two. So there's a bunch of things here. And the screen reader can't sort all of that out.

I'm going to turn my paragraph marker on for this one because there's a lot of stuff going on. So one thing is just this box here, this is problematic. I got to grab. There it is.

Sorry about that. Anyway, there is a box there. That shouldn't be there.

And so you want to take your text out of that. So I've done that on this side. I've removed that box.

I didn't retype everything. I just copied and pasted the text here. And then I formatted it.

Here again, this has not been formatting. Was formatted with styles. I formatted this was style. So I've got my heading level.

And then this picture here is also a problem. So I put the picture here. I put it in line with text. And I've given it Alt text.

So it's a picture of a Native American. I just said Native American. There are some other things going on in here with the hyperlinks.

So in this one, there's this itty bitty little hyperlink here, which is really hard to read. And a screen reader would read this as https://www. That's not very easy for the person to understand.

So there are two ways to embed a hyperlink into-- I'm sorry. To a better URL to create a hyperlink that is readable. If I click on this, it goes to a page called land acknowledgment.

So what I'm going to do is I'm going to copy this URL here. I'm just going to highlight it and copy it. And then I'm going to highlight my text, right click, and I'm going to paste the hyperlink.

Well, actually, I'm not going to do it that way. I'm going to go here to insert link because I want to show you what happens. OK. So what I'm doing here is I am going to insert this link here in the address box.

So here is the URL, and here is the text that will display. So in the text display, when I say OK, now, my link is there, I can delete this. I don't need this anymore because it's here. And it makes more sense.

There's another way to do that. And this one doesn't always behave. If I go to edit hyperlink, I can do the same thing.

Notice up here, it says it has the URL. I can take out the URL, and I can put in land acknowledgment. I can't spell it, but I can put it in here.

And notice it looks just the same as previously. It's got the text here and the URL here. I say OK. And now, it's the same thing.

It is a URL embedded within the name of where you're going. So that's two different ways to do that. Again, if I look at this hyperlink and I look at this hyperlink, if I hover, I do get that link. So it's OK for whoever's using the document.

And another thing down here, they said for more information, please go to this [ INAUDIBLE ] I went to the link. This is the name of the page, and I embedded the URL into the name of the page.

Here it says for the image, Luiseno Nation, and then it's got this URL. I did the same thing here. I name the image and then I embedded the URL within this link. And it's in there. And again, all of these things are in the documents that we're going to give to you.

Margaret Teske: I have a quick question for Penny. How is that read on the screen reader?

Penny Pearson: The URLs?

Margaret Teske: Yeah.

Penny Pearson: It reads it as a link, too. So it would say link to-- please go to link to California Indian Culture and Sovereignty Center.

Margaret Teske: OK.

Penny Pearson: And the screen reader would give them an option to open or not open. And I think one of the key things to remember as well is-- and Portia, is that this is a great year things are being simplified in terms for a screen reader. But screen readers are highly modifiable. That's a word.

The users get so used to it. And they create their own abilities to manage how their screen reader behaves. And it's pretty incredible to listen to someone that has a full-- they're blind, but they can listen and follow materials like this. Listening at a speed of 600 words a minute.

And I watched somebody do that years ago. It was just fascinating. But the documents have to be well-formatted for them to be able to navigate that quickly.

So this is just a really nice example of taking all of the same information as there is providing the equivalent learning experience. Nothing is missing from that process of making this section accessible.

Portia La Ferla: And I also will show you a little bit later. To create space, you can use your line spacing rather than what they've had to do here with this paragraph, paragraph, paragraph, paragraph. And I'm going to show you that a little bit later as well.

So my next stop shaped group, this one's a mess. It's got all kinds of stuff there. And look at this. That's going to be really-- does it say paragraph, paragraph, Penny? Or does it say enter, enter, enter, enter?

Penny Pearson: It says paragraph.

Portia La Ferla: Paragraph? OK. I'm going to close this just so we have more room. But there's a lot of stuff going on in here. So you've got these extra.

This was just put there, so that they could hold the picture in place, which is problematic. So the first thing I did was to remove that. And then again, I just copy and paste to the text.

I didn't type everything all over again. I use styles for my headings. And then I took this picture, and I formatted it properly in line with text, and I gave it Alt text.

My opinion is that this picture is pretty important. There's a lot of information in it. So when I created the Alt text, I fully described it.

I said first Amendment gives citizens of freedom of religion, press speech, assembly, and petition. So that the screen reader will read all of that information.

And so all of this, I accomplish the same thing just by what I did here by my line spacing. So if I go up to paragraph, and I go to line spacing indents and line spacing, I put 24 points after this. And look at what happens if I reduce that.

For example, if I take this down to 6, that image moves up. And if I take it up to 36, that image moves down. So you can accomplish this spacing just by setting how much space you want between the last piece of written information and the picture. And you can do the same thing here.

Again, in the clip art down here, the really great thing that they did in this document that I love is they credited the pictures. And people don't always do that.

Remember, your images you have to use copyright free images or have the permission to use them. So in here, again, they gave the URL. I embedded it here. First Amendment graphic, and I embedded it here.

Penny Pearson: Portia?

Portia La Ferla: Yeah.

Penny Pearson: In that particular image, when you went and look at its source, did it have a license associated with it of any type, or was it just saying free to use?

Portia La Ferla: I got it from here.

Penny Pearson: OK. Can you pop that into the chat? I just want to speak.

Portia La Ferla: Do that.

Penny Pearson: Cool. Thank you.

Portia La Ferla: I've got to find my chat now though. There it is. I got too many things open. I get confused. Thank you. You're going to check it, Penny?

Penny Pearson: Yeah.

Portia La Ferla: OK. Thanks. All right. So as we go on, so here, we tell people all the time don't use charts, charts, or better for data, not for information. But sometimes they're actually OK.

But this one, I'm going to turn that Accessibility Checker back on again. And Margaret, if I'm going too long, let me know, and we'll flip over. I don't know that we'll be able to finish everything. It's going to be another--

Margaret Teske: This is good. I think it's good.

Portia La Ferla: OK. We have a problem with this one. So again, I took out all this extra formatting that was not necessary. I used styles for this.

And then in this chart, if you want to know how a chart is going to read, put your cursor in, and then just keep hitting tab. So this is exactly how the screen reader is going to read this.

And for this one, that's probably OK. But if there were more columns, more information, it would be more difficult for the person listening. So with charts, with tables, what you should do is set this first row as a header row.

And when you set it as a header row, the person using the screen reader has the option of having these two titles read for everything. So it would read Amendment, first Amendment, summary freedom of speech. Amendment, Second Amendment, summary, freedom to bear arms.

In this chart, that's probably not necessary. But I'll show you another one where it's more important. It's easy to set a header row.

You can just highlight it, go to table properties. And then when you go to table properties, go to row, and repeat ad header row. Usually, you have this one checked. Allow to break across page.

Uncheck that, and check repeat as header row. And now, it will read as a for every cell if that's what the person listening wants. But it will also, let's say that this was a super long chart, and went on to the next page, it would one-- Well, that on. It would repeat that row at the top of the next page. So again. If the information makes sense in a table, you can leave it there but you need to make sure that you put in there.

There's another way to do that. You can do it, in this case-- turn off my paragraph markers, you can do the same kind of thing by making two columns of information.

Now, you don't want to use columns. Because I could easily set this up using columns, but then it's going to say Amendment, first Amendment, Second Amendment, Third Amendment, summary freedom, freedom, freedom. I don't want it to do that. I want it to say Amendment, summaries first Amendment, freedom of speech.

So I have to practice sections over here. If you look at the document, that's not accessible.

A lot of times, people will just use the space bar to line things up the way they want them. But this is going to read space, space, space, space, space, space, space, space. And that's very annoying.

So we're going to the use tab stops to create horizontal columns. And there are two ways to do that that are not that hard. I'm going to start with this way.

I'm going to highlight everything, and then I'm going to go to paragraph. And I'm going to go to tabs. And I'm going to put a tab stock position.

I want this tab to stop, let's say, at 2 and 1/2 inches. I'll put 2.5 in here, and I'm going to set it and say, OK. So now, when I put my cursor here, I can tab. And it's going to move it over to that point if it works. Sometimes it changes its mind.

And I'll turn off my paragraph marker. And you have two columns that the screen reader can read across. There's another way to do that. And that's to use this little thing up here.

These are tab stops. You see this little l. It's really tiny.

But that is a left tab stop. And you can put that someplace. And then when you begin typing, everything will type to the left of this tab.

So all I have to do is make sure that this is here. And then I put it where I want it. And I want it right here at 2.5 inches.

So now, when I click into my document and tab, everything will tab to that point. And if I don't want it anymore, I can just drag it off, and it disappears. Or I can set it someplace else, and it moves to that position. So that's a fun little thing.

And so if I click through here, it has other options. But I'm just using the left one for now. And for whatever reason, it disappears. And you have to keep clicking till you get it again there. No. There it is.

I'm going to turn paragraph back on for this one. This has a lot going on. And we're going to go to review, and check accessibility.

Again, we have this box that we don't need. I've taken that out. I've put in headings.

But this one has lines. And if you look at this document, every time I click on line, that's a picture. You either have to mark that as decorative, or tell the screen reader what it is.

And in this case, it's just put there for spacing. And I find it really annoying to have to go back and mark all of these as decorative.

So what I'm going to do is I'm going to remove these lines. And I'm going to the use tab stops and underline to make my lines. And for whatever reason, this was already done that way.

But these were lines. A really hard thing to do is to grab these lines once you're trying. There it is. Oops. I had it. There it is.

I can delete this line. And I'm going to move this back. And I'm going to set a tab stop. So I'm going to go again into paragraph and tabs.

I'm going to clear all these out. And I want my tab. I want my line to be at 3, for example.

I'm going to set it and say, OK. And now, I have to make sure that my underline is turned on. And now, when I hit tab, I get a nice line.

And I can go through, and do that for every line. You'll notice that disappears. Once I've taken that out, it will disappear.

And I don't know. The tab sometimes sticks, sometimes doesn't. This is not my forte.

Penny Pearson: Portia?

Portia La Ferla: Yeah.

Penny Pearson: Can I make a recommendation?

Portia La Ferla: I would love it, Penny, because this is just so glitchy.

Penny Pearson: Go back up to your paragraph, where you were choosing to your tab stop. OK. Open that up. OK. Now here, you see we have your stock position, and your default stops. Now at the bottom, it has a section called leader.

Portia La Ferla: Yes.

Penny Pearson: Choose number 4. And you don't have to worry then about your underlying being marked.

Portia La Ferla: Perfect.

Penny Pearson: Yeah.

Portia La Ferla: OK. That explains why sometimes it's turned on and sometimes it's turned off.

Penny Pearson: Yup.

Portia La Ferla: Got it. Perfect. OK. Well, let's do a tab here. Let's try that. So here we are.

We're going to do again. I'm going to clear all these. And I'm going to set my tab at 3. And I'm going to put 4 like that.

Penny Pearson: Yup.

Portia La Ferla: OK. And tab. Beautiful, Penny. Thank you. Yay. So yeah, Penny has been my tutor. And she's taught me so many things. And I did not know I kept playing with that leader, and did not know what it was. So that's fabulous.

I think this is the last thing. Here's another table. This was a little bit harder because there are more sections. So you definitely want a header row here.

So again, you would just highlight this and then go to paragraph. Go to paragraph.

Oh, I'm sorry. No. Go to table properties, and uncheck this. Check this. And now you have the header row.

And the last thing is this one. This one, we don't need all those paragraph markers. I'll turn those off.

This one is really hard to read. Because again, if we tap through this, this is exactly how it's going to read. So it'll be president, vise president, secretary, secretary, right name, right name, right name, right name.

This one would be a much better layout if we flip the information, put the positions here, and the names here. So now, it's going to say position, name, president of the United States. And then whatever you write in here. Vise president of the United States.

And again, the screen reader can read these. So you can put that write that name here, and the screen reader will read it. And you can also put that.

If you wanted to put that here, write the name here. You can put that here. And if you wanted to, you could make that text white.

And now, it's not going to show for the person using the document, but it will show for the screen reader. That's it.

Margaret Teske: All right. We had a question in the chat that Penny answered. Thank you. It's how will the screen reader read those underlines? And Penny said, she thinks that it reads as tab stop without reference to the underline. OK. Thank you, Penny for answering questions in the background. That's great.

Penny Pearson: Thanks so much.

Margaret Teske: Any questions about Microsoft Word before we move on?

Portia La Ferla: And again I will drop those documents in the chat for you.

Sandra Watts: Yeah. Well, the thing I was wondering because I actually met with some OTAN people on this. That blank cell in a table. Because I do use tables occasionally, but always had rows and always minimize.

But the blank cell thing, as far as like said, people who are using the document on paper, they need that cell to be able to write the answer. And then people seeing it online, well, some screen readers will say blank cell and some won't.

So yeah. If you're saying I can just type in right answer here or something like that, and then make it right, that's like a perfect solution. I didn't even know about that. So thank you.

Portia La Ferla: Yeah. I don't know what happens when your students use that as an electronic document with white text. But if you give them a print copy, they're not going to see that.

Sandra Watts: Yeah. And that's exactly what I need is a document that works for both rather than doing everything twice.

Portia La Ferla: Yeah.

Sandra Watts: The other thing I've done is actually create the picture of the line. And I label it white line.

Portia La Ferla: Yeah.

Sandra Watts: It will text it.

Margaret Teske: Of course, thank you so much. We need to move on to Microsoft Word if we can now. Let me see if I can get my PowerPoint back up.

For some reason, it's not. Oh, there we go. I think that's it. Can you all see this now? It is an edit mode. So that I can show you some of these things.

But we're going to talk quickly about most common issues and tips from Microsoft PowerPoint. And again, we have this PowerPoint to share if people need it. Google Classroom is where a lot of agencies now have their documents and slides. So I'm going to show you a little bit about that.

How to convert to Microsoft to make the Accessibility Checker available. We're going to talk about copyright issues, Royalty free images, and Alt text. Again, Accessibility Checker, which Portia talked about a bit. And then we're going to talk about how to rectify errors and reading order and titles, which is a big thing in Microsoft PowerPoint.

So when we're working with Google Classroom slides, we'll need to convert those into Microsoft PowerPoint. So they're a great way to share with your teachers through Google Classroom.

And again, that's good. The problem is with Google, it doesn't easily have an Accessibility Checker. Whereas PowerPoint does.

So we're going to show you quickly, show you how to convert Google Slides into PowerPoint. We just take your Google Classroom slide. You open it up with your slides. That's ready to convert.

You go to the top ribbon, where it says file click download and choose Microsoft PowerPoint. Let me just show you that really quickly. Can you all see this Google Doc? So Google slide called EL Civics. Are you seeing that?

Portia La Ferla: Yes.

Margaret Teske: OK. So reporting in absence is a Common EL Civics, one that I was working with an agency on. But I needed to use it in PowerPoint, so I could check. So I just go up to file.

And you go to download. And you can download many ways. But I need Microsoft PowerPoint.

Click on that, and it easily will download it for you. And you can save that document. And later, you can put it back into Google Classroom.

I don't know if the accessibility will stay the same. But I believe it does. I have a video to remind you of how to do that if you are lost. But it's pretty easy.

Copyright issues. It's very important to stay away from commercially-licensed materials. If you're going to share on the EL Civics Exchange, because we want to be able to share or like. In other words, we can't use commercially licensed materials.

So you have to look at what your current materials are. Here's a picture of a slide that an agency sent to me. And these pictures did not look like they made those pictures.

So I had to ask them are the original, or did you get them from a software program, or a textbook. And yes, they did. So you have to take those out of your presentation. Maybe you can look at the pictures, maybe do something similar yourself, but not exactly because it's not original otherwise.

We need to use Royalty free pictures and clip art. So for instance, this picture over here on the right, I got that from Noun Project, which is my favorite place to go. But I'll show you that.

And the Alt text for that-- sorry, I need to move your pictures. Is actually from Noun Project. But I changed it a little bit to show that it's not OK with an x.

So you could do that with clipboard, or you could do it with a photo. And then, again, here, you have to do Alt text as well. And on here, you have to do Alt text.

So everything, all the pictures need to be original or Royalty free. OK. How do we do that? Well, we get Royalty free from many different sources.

My favorite is Noun Project because they have icons that are very simple, and they also have pictures. Pixabay, Pexels, they all have pictures as well. And Openverse is the former Creative Commons image search.

So these are all available on the EL Civics Exchange under resources. There's links there as well.

And let me just show you-- I think Portia showed you already how to do Alt text. But basically, you click on the picture. Right click, go to Alt text.

And this is the one that was generated by Noun Project. But I see that there's a little grammar error. So I might add call outdoors, or just-- that's not really necessary. I might erase that. It doesn't matter.

I am attributing it to Noun Project and who the photographer was. So that's still there. OK.

Now, Accessibility Checker and PowerPoint, very similar to Word. You just go up to the review tab, click on that, go to check accessibility, and you'll see there's a couple of things to work on.

Warnings is not quite as important. But we have two things that we do need to be attentive to. We need to look at any errors that we see.

And typical errors in PowerPoint are every slide has to have a unique title. And then make sure that every picture or clip art has Alt text. Check the reading order.

That's important in Word. And to do that, you just go up to the reading order pane. When you're in review, check accessibility. You'll see this a reading order pane at the top on the ribbon.

And you click on that. And you can see the reading order. The reading order here is out of line.

What's wrong with it? Can anyone tell me? You can unmute.

Penny Pearson: First.

Margaret Teske: Say it again.

Penny Pearson: Title needs to be first.

Margaret Teske: Thank you. So I'm going to just simply move it up. For some reason, it doesn't want to go up. There we go. What about the subtitle? Where should that go?

Penny Pearson: Second.

Margaret Teske: Second would be a good idea. And then we have the content and the picture. We could have the picture before the content if you want.

I don't think the picture is that important because it's just showing order. But it's up to you. We may not even need the picture.

Sometimes we like graphics in our PowerPoints. So that's why I did that. Any questions on that?

Pretty easy to check the running order. And then you can click it off. And then you're back to accessibility. Looks pretty good.

There is one error. But we'll get to that. OK. We do need to have a unique title for every slide.

So in order to do that, we go to outline view, view tab, outline view. And it's great. It shows you all the titles and all the content for each slide. So it's a wonderful.

So then add a unique title to each slide. You can either type it in here. I'm showing you one here. So we can type in a title.

It's a demo slide. So I'm just showing you. This is where you would do it.

You can type it in over here, or you can type it in on the slide itself. And content, You can type in on the left side as you will if you would like. It's up to you. OK.

Let me get out of here. Go back to normal, so you can see better. Sometimes we have slides.

We often like to have slides that show blanks. And then students are supposed to fill in those missing words in class when we're showing the PowerPoint. And then we don't want to give them the answer yet. But then later, we want to give them the answer.

So we just copy and paste those slides. But they seem to have the same title. So you just need to change the slide title that shows the answer. Maybe you want to say answer, or you could say 2A, 2B, 2C like that as the title.

Or you can make the font. So faint that you can't really read it, but a screen reader could. So we could change that. Any questions on that?

Well, you guys are good. No questions.

Penny Pearson: Hang on, just a minute.

Margaret Teske: Just want to give you a few more accessibility resources. And there's a lot on the EL Civics Exchange itself. Let me go there and show you.

So on this page on EL Civics, that's the opening page. You have a little button up here called resources. And the resources page has a lot of great resources.

Which some are videos some are just websites. So you can go to those, get lots of background information, find open source pictures, and more about 501 compliant, 508 compliance, things like that.

And then to go back to the main page. Just click the logo, and you're back to the main page. And this is where you begin the submission process. Any questions about that?

OK. If you ever have questions, you can always email us. And that gets to Lorie, to Portia, to me, whoever is working with EL Civics. So elcivics@casas.org is our standard email. And it's really easy to go there.

Penny Pearson: Hey, Margaret. Can I ask a favor of you?

Margaret Teske: Yes.

Penny Pearson: You took that one Google Slide deck and you saved it as a PowerPoint. Can you open that PowerPoint? I'd like to see some.

Margaret Teske: Open the PowerPoint? Sure.

Penny Pearson: Yeah.

Margaret Teske: I'm sharing that screen now. I hope so.

Penny Pearson: Yeah.

Margaret Teske: Let's see what it looks like.

Penny Pearson: Yeah. Be sure to enable it. Get up there. Run your--

Margaret Teske: Accessibility Checker?

Penny Pearson: Yeah. And don't be shocked. OK. So those three errors at the top. And when you start seeing those numbers, 133 and 118, this is a key point, in my opinion, because you can do this.

But if you drop down that list for missing object description on your checker, yeah, just drop it down. So you see how that says Google shape, Google shape, Google shade, that's because Google does not recognize-- or Microsoft does not recognize Google stock.

So if you click on one of those, so now it picked up--

Margaret Teske: It's a company 1.

Penny Pearson: Yeah. So what I find with this is that, OK, I know this is an image. And I'm going to have to probably go through and check my reading order because that's what it will tell me to do. If you drop down that triangle next to Google shape in your missing object description, drop down that arrow.

So now, it's wants a description. And what I want to see is if I can rename that. So click add a description.

We can't do it here. So the Alt text would the graphics showing a phone for reporting absences or whatever, right? So let's go back to the list. I don't know if I can do this or not.

I'm using you as a Guinea pig. Can you right click on that first one at the top? See? I don't know. Can you just type in their text box prototype?

Margaret Teske: Text box?

Penny Pearson: Yeah.

Margaret Teske: No nothing happens.

Penny Pearson: So this is why trying to take things out of Google into PowerPoint. Because when you were showing how to check your reading sequences before, each [ INAUDIBLE ] was marked very well. So you knew it was a title, it was a subtitle, it was content.

Now, you're not going to have that ability, right? Because the only way it is by clicking on it. I can't tell from number one Google shape. Is that reporting an absence, or is that something else?

Margaret Teske: Well, when we look at outline view, we can see they're no titles here at all. That's a big problem.

Portia La Ferla: That's a big problem.

Margaret Teske: Big problem.

Penny Pearson: And that's why the advocacy for using Microsoft because it's already built in now. I did post in the chat that Google does have an extension called GraphQL. But it costs an agency to use it. It's not free, which is unfortunate. It might be in the future. But right now.