PowerPoint Accessibility Guide

Why Accessible Presentations Matter

• Students review slides after class
• Slides are shared widely across campus
• Screen reader users navigate by slide titles
• Good structure helps everyone find information

Use Slide Layouts

The most important PowerPoint accessibility feature is using built-in slide layouts.

Why Layouts Matter

• Screen readers expect content in specific placeholders
• Text boxes outside layouts may be read in wrong order
• Layouts ensure proper heading structure

Applying Layouts

1. Go toHometabLayout
2. Choose a layout that fits your content
3. Click in the placeholders to add content

Unique Slide Titles

Every slide should have a unique, descriptive title in the title placeholder.

Good Titles

• Describe the slide's main point
• Are unique (no two slides with same title)
• Help viewers navigate and search

If Slide Has No Visible Title

You can hide a title visually while keeping it for screen readers:

1. Add a title in the title placeholder
2. Select the title placeholder
3. Go toHomeArrangeSelection Pane
4. Click the eye icon next to the title to hide it visually

Check Reading Order

Screen readers read content in a specific order. Verify and adjust if needed.

1. Go toHomeArrangeSelection Pane
2. Items are readbottom to topin the list
3. Drag items to reorder
4. Title should be at the bottom (read first)

Alt Text for Images

Add alt text to images, charts, SmartArt, and other visual elements.

Adding Alt Text

1. Right-click the image
2. SelectEdit Alt Text
3. Write a meaningful description, or
4. Check "Mark as decorative" for decorative images

Chart Alt Text Tips

For charts, describe:

• The type of chart
• The key takeaway or trend
• Relevant data points

Example:"Bar chart showing Q1 sales of $2M, Q2 $2.5M, Q3 $3M, Q4 $3.5M, demonstrating steady quarterly growth."

Accessible Tables

1. Keep tables simple—avoid merged cells
2. Designate header row:
   • Click in the table
   • Go toTable Designtab
   • CheckHeader Row
3. Add alt text to the table describing its purpose

Meaningful Links

1. Select descriptive text
2. PressCtrl+Kto insert hyperlink
3. Enter the URL
4. Add a ScreenTip for additional context

Good:"View ourAccessibility Policy"
Bad:"Click here" or pasting long URLs

Visual Design

Color & Contrast

• Use high contrast (4.5:1 for text under 18pt)
• Don't rely on color alone to convey meaning
• Test slides in grayscale
• Avoid red/green combinations

Fonts

• Minimum 24pt for body text
• Minimum 36pt for slide titles
• Use sans-serif fonts (Arial, Calibri)
• Avoid decorative fonts

Visual Clutter

• Limit text per slide (6 lines max)
• One idea per slide
• Plenty of white space
• Avoid busy backgrounds

Animations & Transitions

• Keep animations simple and purposeful
• Avoid flashing effects (seizure risk)
• Don't auto-advance slides
• Avoid animations that change content without user action
• If using animations, make sure content is accessible without them

Audio & Video

• Don't set audio/video to play automatically
• Add captions to embedded videos
• Provide transcripts for audio narration
• Describe video content in surrounding text or speaker notes

Speaker Notes

Use speaker notes to:

• Provide context that's in the verbal presentation
• Describe complex images for readers
• Include information you'd normally speak aloud

When sharing slides, consider sharing with notes visible or as a Notes handout.

Run Accessibility Checker

1. Go toReviewtab
2. ClickCheck Accessibility
3. Review each issue in the pane
4. Click issues for fix suggestions

Common Issues Found

• Missing slide titles
• Missing alt text
• Reading order problems
• Low contrast text
• Duplicate slide titles

Sharing Accessible Slides

PowerPoint Format

Share .pptx when possible—it preserves accessibility features.

PDF Export

1. File Save As PDF
2. ClickOptions
3. CheckDocument structure tags for accessibility
4. Save

Providing to Students

• Share slides before class when possible
• Make slides available after class
• Offer multiple formats if requested

Presenting Accessibly

• Describe visual content verbally
• Read key text from slides
• Pause to let viewers absorb content
• Face the audience when speaking
• Use a microphone in large rooms
• Repeat questions from the audience

PowerPoint Accessibility Checklist

• Every slide has a unique title
• Used built-in slide layouts
• Reading order is correct
• All images have alt text
• Tables have header rows
• Links have descriptive text
• Text is at least 24pt
• Sufficient color contrast
• Accessibility Checker run with no errors

Related Resources

• Microsoft Word Accessibility Guide
• Color & Contrast Guidelines
• Example Accessible Slides
• Accessible Course Design Checklist