Quick Guide to Creating Accessible PowerPoint Presentations

Why PowerPoint Accessibility Matters

PowerPoint is one of the most widely used presentation tools in education and business. However, many presentations are created with visual design in mind without considering users who rely on screen readers, keyboard navigation, or other assistive technologies. According to the CDC, 1 in 4 adult Americans live with a disability. Making PowerPoint presentations accessible ensures everyone can access your content, fulfills legal requirements under the ADA and Section 508, and demonstrates TTU's commitment to digital inclusion.

What Makes a PowerPoint Presentation Accessible?

An accessible PowerPoint presentation must include the following components:

• Built-in slide layouts: Use standard layouts (Title Slide, Title and Content, etc.) instead of blank slides
• Unique slide titles: Every slide must have a unique, descriptive title
• Logical reading order: Content flows in a sensible sequence for screen readers
• Alternative text: Descriptions for all meaningful images, charts, SmartArt, and graphics
• Sufficient color contrast: Minimum 4.5:1 for normal text, 3:1 for large text (18pt+ or 14pt+ bold)
• Accessible fonts: Sans-serif fonts at 18pt minimum for body text, 30pt for projected presentations
• Meaningful hyperlinks: Descriptive link text, not "click here" or bare URLs
• Simple tables: Tables with header rows, no merged/split cells
• Document language: Language specified in document properties
• No automatic transitions: Avoid timed slide transitions and excessive animations
• Accessible media: Videos and audio with captions and transcripts

Getting Started: Use Built-In Layouts

How to Apply Built-In Layouts

1. Select the slide you want to format
2. Go to Home tab > Slides group > Layout
3. Choose an appropriate layout:
   • Title Slide: For opening slides
   • Title and Content: For most slides with text, images, or both
   • Section Header: To divide presentation into sections
   • Two Content: For side-by-side content (don't create columns manually!)
   • Comparison: For comparing two items

Use Accessible Themes

Start with an accessible template to ensure your presentation has good contrast and structure from the beginning:

1. Go to File > New
2. In the search box, type "accessible templates"
3. Choose a template that meets accessibility requirements

Slide Titles: Essential for Navigation

Every slide must have a unique, descriptive title. Screen reader users rely on slide titles to navigate through presentations and understand the content of each slide.

Creating Visible Slide Titles

1. Use the built-in Title placeholder on each slide layout
2. Type a unique, descriptive title that explains the slide's content
3. Avoid generic titles like "Slide 1" or duplicate titles
4. If needed for similar topics, use: "Topic Name 1 of 3", "Topic Name 2 of 3", etc.

Creating Hidden Titles (For Design Purposes)

If your design requires hiding the title visually while keeping it accessible:

1. Add the title to the Title placeholder
2. Go to Home tab > Drawing group > Arrange > Selection Pane
3. Click the eye icon next to the title text box to hide it visually
4. The title remains accessible to screen readers

Adding Alternative Text (Alt Text)

Alt text provides text descriptions of visual content for screen reader users. All meaningful images, charts, SmartArt, shapes, and graphics require alt text.

How to Add Alt Text

1. Right-click the image, chart, or object
2. Select View Alt Text (or Edit Alt Text)
3. The Alt Text pane will open on the right side
4. Enter a concise description (1-2 sentences) that conveys the meaning or function

Writing Good Alt Text

• Be concise but descriptive: "Graph showing 40% increase in enrollment from 2020 to 2025"
• Convey the meaning, not just appearance: Don't just say "bar chart" - explain what it shows
• Don't include "image of" or "picture of" - screen readers announce it's an image
• For complex images: Provide detailed description on the slide itself or next slide
• Context matters: Alt text should relate to how the image is used in the presentation

Decorative Images

If an image is purely decorative and adds no meaningful information:

1. Open the Alt Text pane
2. Check the box: "Mark as decorative"
3. Screen readers will skip this image

Color Contrast Requirements

Color contrast is critical for users with low vision or color blindness. PowerPoint's Accessibility Checker does not reliably test all contrast issues, so manual testing is required.

Contrast Requirements (WCAG 2.1 AA)

• Normal text (under 18pt or under 14pt bold): Minimum 4.5:1 contrast ratio
• Large text (18pt+ or 14pt+ bold): Minimum 3:1 contrast ratio
• Graphics and UI components: Minimum 3:1 contrast ratio

How to Test Color Contrast

1. Go to WebAIM Contrast Checker
2. Use the Color Picker (eyedropper tool) to select:
   • Foreground color (text color)
   • Background color
3. Check the results under WCAG AA
4. If it fails, adjust colors until contrast passes

Additional Color Guidelines

• Don't rely on color alone: Use text labels, patterns, shapes, or icons in addition to color
• Avoid light text on light backgrounds or dark text on dark backgrounds
• For charts: Add data labels, legends, and patterns in addition to color coding
• Consider color blindness: Avoid red/green combinations

Fonts and Text Formatting

Font Selection

Use clear, readable fonts for all text:

• Recommended sans-serif fonts: Aptos, Arial, Calibri, Verdana, Helvetica
• For users with dyslexia: OpenDyslexic, Lexend, or standard sans-serif fonts
• Avoid: Decorative fonts, script fonts, or overly stylized fonts

Font Sizes

• Body text: Minimum 18pt
• Projected presentations: 30pt for body text (viewed from far away)
• Titles: Significantly larger than body text

Text Formatting Best Practices

• Alignment: Left-align text (avoid full justification - creates uneven spacing)
• Line spacing: Use 1.2 to 1.5 spacing for better readability
• Limit formatting: Use bold, italic, and ALL CAPS sparingly
• Spacing: Leave ample space between lines and bullet points
• Text amount: Avoid cramming too much text on a slide

Reading Order and Navigation

The reading order determines the sequence in which screen readers announce content. Visual layout doesn't always match the underlying digital structure.

How to Check and Fix Reading Order

1. Go to the Review tab > Check Accessibility > Reading Order Pane.
2. The pane will show a list of all objects on the slide in a top-to-bottom list.
3. The Gold Standard: The object at the very top of the list is read first (this should almost always be the Slide Title).
4. If an item is out of place, simply drag and drop it to the correct position in the list.
5. Uncheck the boxes for any objects that are purely decorative to remove them from the reading sequence.

Common Reading Order Issues

• Manual Text Boxes: If you "draw" a new text box on a slide, PowerPoint usually places it at the very end of the reading order, regardless of where you placed it visually.
• Two-Column Content: If you create columns using two separate text boxes, a screen reader may read all of column one and then all of column two, or jump between them if not ordered correctly in the pane. Always use the "Two Content" built-in layout to prevent this.
• Grouped Objects: Screen readers may treat a group as one single item or ignore the internal order of the group. It is best to verify groups in the Reading Order Pane to ensure the group’s Alt Text is read at the right time.

Accessible Hyperlinks

Link text should clearly describe the destination or purpose of the link.

Creating Accessible Links

How to Add Descriptive Link Text

1. Select the text you want to turn into a link
2. Press Ctrl+K (Windows) or Cmd+K (Mac)
3. In the "Text to display" field, enter descriptive text
4. In the "Address" field, enter the URL
5. Click OK

Creating Accessible Tables

Tables in PowerPoint can be challenging for screen readers. Keep them simple and properly structured.

Table Best Practices

• Use tables only for data: Don't use tables for layout purposes
• Keep it simple: Simple grids with predictable rows and columns
• Designate header row: First row should contain column headers
• Avoid merged or split cells: These confuse screen readers
• Avoid nested tables: No tables within tables
• Avoid blank cells: Use "N/A" or "0" instead of empty cells

Creating an Accessible Table

1. Go to Insert tab > Table
2. Select the number of rows and columns
3. Select the table
4. Go to Table Design tab > Table Style Options
5. Check "Header Row"
6. Add alt text: Right-click table > View Alt Text

Using Built-In List Styles

Always use PowerPoint's built-in list features for bulleted and numbered lists.

How to Create Lists

1. Place cursor in a content placeholder
2. Go to Home tab > Paragraph group
3. Click Bullets or Numbering
4. Type your list items

Accessible Audio and Video

Multimedia content must be accessible to users who are deaf, hard of hearing, blind, or have low vision.

Requirements for Video

• Captions: All videos must have synchronized captions
• Audio descriptions: Describe visual-only content
• Transcript: Provide a full text transcript
• Player controls: Ensure video controls are keyboard accessible

Requirements for Audio

• Transcript: Provide a full text transcript
• Visual alternatives: Convey audio information visually as well

Adding Captions in PowerPoint

1. Prepare a caption file (.srt, .vtt, or .sami format)
2. Select the video on your slide
3. Go to Playback tab > Captions > Insert Captions
4. Browse to your caption file

Animations and Transitions

Animations (Use Sparingly)

• Limit use: Avoid more than one animation per slide
• No automatic playback: Animations should trigger on click, not automatically
• Provide alternatives: Don't convey critical information through animation alone
• Audio descriptions: Verbally describe what's happening in animations

Slide Transitions

• No automatic timing: Never use automatic timed slide transitions
• Manual control: Presenters should control all transitions
• Keep it simple: Avoid distracting transition effects

Using the Accessibility Checker

PowerPoint has a built-in Accessibility Checker that identifies common issues.

How to Run the Accessibility Checker

1. Go to Review tab > Check Accessibility
2. The Accessibility pane opens on the right side
3. Review issues organized by priority:
   • Errors: Critical issues that make content inaccessible
   • Warnings: Issues that make content difficult to access
   • Tips: Suggestions for improvement
4. Click each issue to see recommended actions
5. Fix the issue following the guidance provided

Keep It Open While You Work

Keep the Accessibility Checker pane open as you create your presentation. It will update in real-time as you fix issues and add content.

Testing Your Presentation

Automated Testing

1. Run the built-in Accessibility Checker
2. Manually test color contrast with WebAIM Contrast Checker

Manual Testing

1. Tab through each slide: Ensure logical tab order without getting stuck
2. Check reading order: Review in Selection Pane and test with Tab key
3. Review alt text: Read each alt text description for accuracy
4. Test with screen reader:
   • Windows: Use Narrator (Ctrl+Windows+Enter) or NVDA (free download)
   • Mac: Use VoiceOver (Cmd+F5)
5. Zoom to 200%: Ensure content remains readable
6. Present the slideshow: Navigate using only keyboard (arrow keys, spacebar)

Test as Your Audience Will Experience It

If you're presenting live:

• Practice verbal descriptions of visual content
• Test from a distance (for projected presentations)
• Check visibility in the actual presentation room

If distributing the file:

• Test on different devices and screen sizes
• Ensure alt text is comprehensive enough for standalone reading
• Consider providing supplementary materials

Delivering an Accessible Presentation

Even with an accessible PowerPoint file, the way you present matters for accessibility.

During Your Presentation

• Describe visual content: Verbally describe images, charts, graphs, and animations
• Read text on slides: Don't assume everyone can see the screen
• Use the microphone: Ensure you're heard clearly
• Face the audience: Helps with lip reading and projection
• Avoid jargon: Use plain language when possible
• Define acronyms: Spell out acronyms the first time you use them
• Provide context: Don't just say "as you can see" - describe what's visible
• Use descriptive language: "The blue line shows..." not "this line shows..."
• Pause for processing: Give audience time to absorb information

Before Your Presentation

• Share slides in advance: Allows attendees to review at their own pace
• Provide materials in multiple formats: PowerPoint file, PDF, accessible document
• Include presenter notes: Add detailed descriptions to slide notes
• Announce accommodations: Let attendees know about captioning, interpreters, etc.

After Your Presentation

• Share recordings with captions: If recorded
• Provide transcripts: Full text version of your presentation
• Make slides available: Share the accessible PowerPoint file
• Offer alternative formats: Upon request

Setting Document Properties

Document properties help users find and understand your presentation.

Setting Properties

1. Go to File > Info
2. Add the following information:
   • Title: Descriptive title (e.g., "Digital Accessibility Training - Spring 2026")

Setting Language

1. Go to Review tab > Language > Set Proofing Language
2. Select the appropriate language
3. Check "Set as default" if desired

For content in multiple languages, select the text in another language and set its language separately.

Exporting to PDF

If you need to share your presentation as a PDF:

Export Method

1. Use the Microsoft built-in save:
   • Go to File > Save As (Not Save as Adobe PDF)
   • Choose PDF from the file format dropdown
   • Click Options
   • Check "Document structure tags for accessibility"
   • Click OK, then Save

Quick Accessibility Checklist