Accessibility: PowerPoint

PowerPoint is a common tool for sharing information visually, whether in a live presentation, virtual session or recorded video. Making your slides accessible ensures that all participants, including those with visual, auditory or cognitive disabilities, can fully engage with your content.

Accessible presentations:

  • Support accessibility for all participants.
  • Improve comprehension and retention for everyone by clarifying structure and visual hierarchy.
  • Comply with the Americans with Disabilities Act and Section 508 accessibility standards.
When to use it

PowerPoint is appropriate for:

  • Classroom or training presentations.
  • Staff meetings, webinars or conference sessions.
  • Any situation where information is delivered visually to an audience. Accessibility best practices should be applied whenever slides are created, not just for audiences with known access needs.
How to use it
  • Plan your slides with accessibility in mind from the start:
    • Structure your content
    • Use readable fonts
    • Simplify text and graphics
    • Use slide titles
    • Maintain consistent layout

PowerPoint Accessibility Tips

  • Text and Typography

    • Large, high-contrast text (28 point minimum, bold for emphasis).
    • Avoid all caps or decorative fonts.
    • Limit text per slide. Use bullet points instead of paragraphs.

  • Reading Order

    • The sequence in which screen readers announce slide content (text, images, shapes).
    • Ensures logical navigation for users with visual impairments and prevents confusion.
    • Key concepts:
      • Visual vs. Reading Order: They can differ. Reading order follows the stacking order of objects, not necessarily the visual layout.
      • Default Behavior: Items on top of the stack are read first by screen readers.

  • Colors and Contrast

    • Ensure strong color contrast (e.g., dark text on light background).
    • Avoid conveying information by color alone.
    • Use patterns or labels in charts/graphs to differentiate data.

  • Images and Graphics

    • Keep graphics simple and uncluttered.
    • Provide alt text for all images, charts and diagrams.
    • Avoid complex animations. If used, ensure they do not flash or move too quickly.

  • Multimedia and Video

    • Provide captions for any embedded audio or video.
    • Avoid videos that rely solely on visual cues; include narration or text descriptions.

  • Slide Design

    • Use consistent headings, spacing and alignment.
    • Break long content into multiple slides rather than crowding one.
    • Consider accessibility for cognitive disabilities, colorblind and low-vision participants.
Tip for Checking Accessibility

Use PowerPoint鈥檚 built-in Accessibility Checker (Review > Check Accessibility) to catch missing alt text, insufficient contrast or other issues.

How to Check and Fix Reading Order

Access Tools:

  • Go to Review > Accessibility Checker.
  • Open Selection Pane (or Reading Order Pane on PC).


Adjust Order:

  • Drag items top-to-bottom in the pane to match the intended visual flow.
  • Best practice: Title first, then main content and then decorative elements.

Tips:

  • Group related objects to simplify reading order.
  • Hide decorative items from screen readers (mark as decorative).
  • Always verify reading order after rearranging or adding new elements.