Accessible PowerPoint (implementation guide)

9.4. Transcripts

Embedded audio clips have a transcript (as text in the slide, notes, separate slide, or link to external website).

What is meant by this?

Embedded audio clips in PowerPoint presentations should be provided with a transcript. The transcript can be displayed as text in the slide itself, in the notes, on a separate slide or as a link to an external website. The transcript contains the full text of the audio clip so that recipients who prefer to absorb the content visually can read and understand it.

A transcript is a written recording or text document that reproduces the content of a spoken audio or video. It contains the full text of the spoken words in order to make the content available to all recipients.

Why is it important?

Recipients who prefer to record auditory content visually, cannot hear or listen at the time of reception, do not have an audio output, whose native language is not German or who wish to copy or search the content of the audio clip benefit from a transcript. The transcript enables these recipients to understand the content of the audio clip and make it accessible, regardless of their hearing ability, language skills or the availability of an audio output.

How can I implement/check it?

To insert a transcript for embedded audio clips in PowerPoint, you can follow the steps below:

1. Go to the slide on which you want to insert the audio clip.
2. Select the "Insert" tab in the PowerPoint menu bar.
3. Click on "Audio" and select the option "Audio on my PC" or if you are using a Mac "Audio from file".
4. Select the desired audio clip and click on "OK".
5. Either insert the full text of the audio clip in the slide itself, in the notes or on a separate slide. Alternatively, you can add a link to an external website where the transcript is provided.
6. Make sure that the transcript is clear and easy to read and that it reproduces the entire content of the audio clip.

To check whether embedded audio clips contain a transcript, the following steps can be taken:

1. Open the PowerPoint presentation.
2. Go to the slide that contains the audio clip.
3. Check whether a transcript is displayed as text in the slide itself, in the notes, on a separate slide or as a link to an external website. This can be determined by reading the presentation or checking options or settings.