Accessible PowerPoint Documents
Introduction
This information is part of a presentation created by Alexis Guethler in collaboration with the Accessibility Advisory Group at the University of Maryland School of Social Work. These resources are designed to support our faculty, students, and staff in understanding and implementing accessibility best practices in PowerPoint presentations.
As part of our commitment to Universal Design for Learning (UDL), we provide multiple ways to learn about and engage with our accessibility goals. PowerPoint presentations play a crucial role in delivering information visually, and ensuring their accessibility is essential for enabling all learners—regardless of their abilities—to fully engage with the content.
In this guide, you will learn how to create accessible PowerPoint slides by following best practices for:
Using built-in templates and layouts
Adding Alt Text to images and graphics
Ensuring proper color contrast and font readability
Structuring content logically with slide titles and bullet points
Verifying accessibility with PowerPoint's built-in Accessibility Checker
By following these guidelines, you’ll enhance the inclusivity and effectiveness of your presentations, making them more engaging and accessible to all audience members
Are you in a hurry to start creating Accessible Content? Jump right to our other pages with these buttons.
You can also download templates that help get you off to the right start with accessibility here:
Building a Practice of Accessibility
Incorporating accessibility into your workflow from the beginning is ideal. By selecting accessible resources or taking steps to remediate inaccessible materials, you can ensure that all learners and audiences can engage with your content. Small steps—such as using the built-in features in PowerPoint—can have a big impact on the usability and inclusivity of your presentations.
SLIDE
Our approach to creating accessible content can be summed up with the acronym SLIDE.
SLIDE is a mnemonic that will help you address some of the low hanging fruit of accessibility. These are small changes you can make that will have a big impact on user experience for everyone. This method highlights key elements for designing materials that benefit everyone—whether it’s for a classroom, an administrative document, or communication with our community.
S is for Styles and Structures
When building a document, especially in Microsoft Word, using heading styles rather than manually formatting text is crucial. This approach not only simplifies document management (e.g., for creating tables of contents) but also enhances accessibility. For students and colleagues who use screen readers or have learning disabilities, consistent styles allow them to navigate documents efficiently, jumping from heading to heading without unnecessary reading.
However, in PowerPoint, "styles" apply to the overall slide layout and theme rather than individual font sizes and headers. PowerPoint uses themes to structure how your entire presentation looks, including the arrangement of elements like titles, body text, and images. Ensuring that your slide structure is accessible means using these themes and layouts effectively.
What to look for in PowerPoint?
Best practice: Use the built-in placeholders for text and images on each slide. These placeholders are designed to maintain a logical flow of content for all users, including those using screen readers.
Theme Selection: Choose a theme that offers a variety of slide layouts to meet your presentation’s needs. Many PowerPoint themes come with multiple layout options, and selecting one with enough flexibility to accommodate different content (such as titles, text, images, and charts) ensures a more organized, accessible presentation.
Structural Steps to Make Your Document Accessible
Start with the Layout Menu:
Use the available layouts in the Layout menu to match the content you want to present. For instance, if you need a slide with a title and two content areas, choose a layout designed for that structure. Avoid manually adding new textboxes or image areas, as these may disrupt the accessibility structure.
Modifying Placeholders:
You can adjust the size, position, or formatting of existing placeholders (e.g., making them larger or shrinking them), but it is best to avoid deleting or adding new ones unless absolutely necessary.
Deleting an unused placeholder is easier than adding new textboxes, which can lead to issues with reading order.
Reading Order:
PowerPoint arranges slide content in a reading order that determines how elements are presented to users of screen readers. You can check and modify this order using the Selection Pane. Items at the bottom of the Selection Pane are read first, and items at the top are read last. This ensures that your titles, body text, and images are read in a logical sequence.
Reusing Material:
When updating an older slide deck, we recommend using the "Paste with Destination Theme" option to ensure that your content matches the current slide theme’s font and formatting.
You can also use the "Reset" button in the Home ribbon to adjust items to the current theme, ensuring that everything aligns properly with the slide layout.
Advanced Considerations:
If you cannot find a layout that meets your needs, using the Insert tab to add new elements requires careful attention to the reading order. New items must be added in a way that maintains the flow of the document. You can check this with the Accessibility Checker or manually in the Selection Pane.
Avoid using separate textboxes for individual lines of text. This can make it difficult to apply a new template or design later, and it complicates accessibility checks.
Video Training for Making Accessible Powerpoint Structures
L is for Links
Links should provide context to users. Instead of using “Click here,” offer descriptive phrases like “Read more about accessibility standards on the ADA website.” A best practice is to list the name of the document, webpage or article that your reader will end up on. This ensures that individuals using screen readers—and all users—can quickly understand where a link will take them. For printed documents, provide shortened URLs in parentheses (e.g., LinkHere.com/Guide).
What to look for in PowerPoint?
Ensure every link has descriptive text rather than vague phrases like "Click here."
For video links, embed the video directly into the presentation whenever possible rather than linking to it.
What special linking practices should I use to make a PowerPoint accessible?
While we love described links. Rather than linking videos in PowerPoint it is preferable to insert videos directly into the presentation if you intend to show it during your presentation.
You may need to delete the content placeholder if you are not uploading a video from your own computer.
To Insert a web video from Vimeo, YouTube, Stream, or Slideshare.net:
In your web browser, locate the video you want. Make sure it has closed captions available.
Copy the URL of the web page from the Address bar of your browser.
Switch back to PowerPoint and select the slide where you want to place the video.
On the Insert tab of the ribbon, select Video > Online Video.
In the Online Video dialog box, paste the URL you copied in step 2.
Select Insert.
It is a great idea to include the web address in the notes section in case of any technical errors.
Video Training Accessible Linking in PowerPoint
I is for Images
What is Alt Text?
Definition: Alt text (alternative text) is a brief description added to images and graphics, allowing screen readers to convey content to visually impaired users.
Why It Matters: Alt text ensures that everyone, including those using assistive technology, can understand the purpose of images in your presentation.
Engaging Audiences with Images
A Picture is Worth 100 Words: Adding images helps people follow your presentation and remember key points. Images also support diverse learning styles.
Use Word Icons or Stock Images: Consider Microsoft stock images, especially icons or images of diverse people, to represent ideas and enhance engagement.
Why It Works: Icons are beneficial because they convey a lot of information without distraction. On the other hand, some studies show audiences engage more with images of people, particularly when they reflect diversity and inclusion.
When to Use Decorative Images
It’s OK to Use Decorative Images: Images that don’t add essential information can be marked as decorative, especially if they’re redundant with text.
Keep It Relevant: Even decorative images should connect to your topic and enhance engagement. Sometimes, a cute cat picture might be relevant if it’s used to send well wishes to the audience.
Alt Text vs. Decorative: When deciding whether to provide alt text or mark an image as decorative, consider if the image adds value for visually impaired users or if the message can be better conveyed in another way.
What to look for in PowerPoint?
Alt Text is crucial for ensuring that individuals who are visually impaired or using assistive technology can still understand the purpose and content of images. In PowerPoint presentations, this is especially important because we often share data-rich visuals like charts, graphs, and diagrams. Without Alt Text, these critical elements become inaccessible to users relying on screen readers, preventing them from fully understanding your presentation.
Why Alt Text Matters in PowerPoint:
Data-Heavy Visuals: Charts and diagrams often convey key information and trends. Adding Alt Text ensures that all users can grasp the meaning behind the visual, even if they cannot see it.
Enhancing Accessibility: Alt Text provides a concise description of the image or graphic. For complex data visuals, you can also include a more detailed description in the slide notes.
Supporting Diverse Learning Styles: Beyond accessibility, clear Alt Text helps all users, including those who might prefer reading descriptions over interpreting visual data.
Steps to add alt-text in PowerPoint
If the image is decorative, check the "Mark as decorative" box to let screen readers skip it. If your image needs Alt-Text Follow These Steps:
On your slide do this:
Right-click on the image or graphic
Select “Review Alt Text.“ PowerPoint will have suggested some alt-text. This technology is still new so please review it for accuracy
Or
To add alt text to all elements of your presentation at once, go to the Review Ribbon and select “check accessibility”. The Accessibility Ribbon will open and you may select "Alt Text" in the screen reader section.
Write the Alt Text:
Add a brief description of the image's content or purpose.
If your alt text is longer than 2–3 sentences, state the image's purpose and indicate that a detailed description is available in the slide notes.
.Tip: Avoid starting alt text with "Image of" or "Graphic of" unless necessary
If you are having trouble deciding if an image is decorative the alt text decision tree is very helpful.
Video Training for Accessible Images in Powerpoint
D is for Design
What to look for in PowerPoint?
Design plays a crucial role in making PowerPoint presentations accessible to all users. While it's important to focus on color contrast and fonts, as discussed on the Microsoft Word Slide training on this website in PowerPoint, one of the most important design elements is giving every slide a unique title. Titles serve multiple purposes that go beyond simply naming a slide. Here’s why they’re crucial:
Unique Titles: Each slide should have a unique and descriptive title. This helps people using screen readers navigate the presentation more easily.
Improving Accessibility: Unique titles ensure that people using screen readers or assistive technology can navigate your presentation smoothly. The titles act as markers, allowing users to understand where they are and what each slide represents.
Enhancing Organization and Flow: Titles give your audience an immediate understanding of what each slide will cover, helping them follow the narrative of your presentation. This also makes it easier for both you and your viewers to find specific information quickly during the presentation or later when reviewing.
Search and Navigation: PowerPoint has a built-in feature to view the slide outline, and titles are a key part of this structure. A consistent set of unique titles will let you and your audience navigate the presentation efficiently without having to scroll through every slide.
Clarity on Video Slides: Even on slides that primarily feature videos or media, a title still sets the context and explains what viewers are about to see. Skipping titles on these slides can cause confusion and make it harder to maintain focus during the presentation.
Evaluation Steps to Make Your Document Accessible
Titles on Every Slide:
Ensure that every slide has a unique and descriptive title. Titles are critical for navigation, especially for users relying on screen readers or those accessing the presentation in outline view.
Even if content continues across multiple slides, provide each slide with a distinct title, or use "continued" when necessary.
Titles help users understand what they will see on each slide, including images or data they will need to process.
Handling Missing Titles:
If your accessibility checker flags a missing slide title, check the Outline View in PowerPoint. This is an easy way to spot slides without titles and quickly add them.
For example, if your slide is an overview of a topic, label the title appropriately (e.g., "Overview"). This provides clear guidance for users who are scanning or listening to your presentation via screen readers.
Title Management on Image and Video Slides:
Titles should be included even on slides that primarily feature images or videos. If the image needs to be large, and the title seems to clutter the slide, you can hide the title using the Selection Pane:
In the Selection Pane, you can hide the title (by clicking the "eye" icon), but it will still remain in the title set, allowing screen readers to identify it. This ensures accessibility without sacrificing visual clarity.
Selection Pane for Reading Order:
The Selection Pane is a powerful tool for managing the reading order of your slide elements. Remember, the order in the Selection Pane is reversed: elements at the bottom are read first, and those at the top are read last.
Use this tool to ensure that your slides are read by assistive technologies in a logical order.
Document Title and Metadata:
It’s important to provide an accurate document title and metadata.
Go to File > Info, where you can edit the title of your presentation. This metadata will carry over to other formats, such as PDF or LMS (Learning Management System) uploads.
Ensure that the correct author is listed, especially if you're using a template—replace any placeholder names with your own.
Video Training for Evaluating Accessibility in Powerpoint
E is for Evaluation
Evaluation is a critical step in ensuring that your content meets accessibility standards. After creating your materials, it's essential to evaluate their accessibility using built-in tools such as the Accessibility Checker in Word and PowerPoint, as well as gathering feedback from actual users, particularly those who rely on assistive technology. Regular evaluation allows you to identify potential barriers and make necessary adjustments to improve the overall user experience. By continuously reviewing and refining your content, you ensure that it remains accessible and effective for all learners, maintaining both legal compliance and inclusivity.
Why use Accessibility Checker in PowerPoint?
The Accessibility Checker in PowerPoint scans your slides for potential accessibility issues, such as missing Alt Text, improper reading order, or insufficient color contrast. It offers suggestions for improving accessibility and provides feedback that you can act on immediately to ensure your presentation is compliant with standards like the ADA and Section 508.
Key Benefits of the Accessibility Checker:
Identifying Errors and Warnings: The checker flags errors (critical issues that must be fixed) and warnings (items that may or may not be actual accessibility barriers). Errors should always be reviewed and corrected, while warnings should be assessed on a case-by-case basis.
Alt Text: The checker will highlight images missing Alt Text. If the image is complex, like a chart or diagram, you'll need to create a detailed Alt Text description or place more context in the slide notes. For decorative images, you can mark them as "decorative" to help screen readers skip them.
Reading Order: The checker can verify the reading order of slide elements. Use the Selection Pane to adjust the order as needed, ensuring that titles, text, and images are presented in a logical sequence for screen readers.
Evaluation Steps to Make Your Document Accessible
Run the Accessibility Checker:
Go to the Review tab in the PowerPoint ribbon.
Click Check Accessibility.
The Accessibility Checker will open a pane on the right side of your screen, showing any issues it finds.
Address Errors and Warnings:
Errors: These require immediate attention. For example, missing Alt Text on an image is a common error that needs to be fixed. If unsure, you can use tools (such as AI image description generators) to help you generate appropriate Alt Text based on the image’s context.
Warnings: Evaluate these on a case-by-case basis. For example, contrast issues may be flagged as warnings, but in certain design contexts (e.g., intentionally low contrast for a specific reason), these can be left unchanged. However, ensure this is a deliberate choice that doesn’t hinder usability for individuals with visual impairments.
Fix Reading Order:
The Selection Pane helps you manage the reading order of your slide content. The items at the bottom of the Selection Pane are read first by screen readers, so arrange the elements (e.g., titles, body text, images) in a logical order.
When importing slides from other presentations, always verify the reading order to make sure the content flows correctly for screen reader users.
Handling Video and Audio:
Ensure that any videos embedded in your presentation have closed captions. If captions are available, the Accessibility Checker may flag missing captions as an error, which you can safely ignore if you know captions are present.
Video Training for Evaluating Accessibility in PowerPoint
Publishing and Exporting
When exporting your presentation as a PDF or other format, always use the Export function, rather than Print as PDF. The Export feature preserves accessibility settings, such as Alt Text and reading order, while the print function can strip away some of this crucial information.
Selected Resources
General Resources about Document Accessibility
General Guidance
Why accessibility? Web Accessibility Perspectives Videos: Explore the Impact and Benefits for Everyone
What is the Experience of a Screen Reader User: Screen Reader User's Experience and MS Word
National Center on Accessible Educational Materials: Creating Accessible Documents
Video from NCAEM: Creating Accessible Documents Playlist
Section508.gov: Typography
Program Specific Guidance
Word accessibility: Make your Word documents accessible to people with disabilities
Styles Headings and Formats Heading Styles Video by Microsoft
Microsoft: Make your PowerPoint presentations accessible to people with disabilities
Excel accessibility:Accessibility best practices with Excel spreadsheets
Image and Video Accessibility Resources
How tos:
How to write a good alt tag for an image: Alternative Text
All things captions and audio description: Carl and Ruth Shapiro Family National Center for Accessible Media
Use the Alt Decision Tree from the W3C to triage images.
Smart Art: Making SmartArt accessible
Tools:
Free Color contrast analyzer: Colour Contrast Analyser (CCA)
Beautiful color palettes that are a11y friendly : RamdomA11y
Apply color blindness filters to your web page right within Chrome: I Want To See Like The Color Blind
A color blindness simulator for Windows, Mac and Linux, showing you what people with common color vision impairments will see: Color Oracle
Date Last Updated/Reviewed: 9/26/2024