Making your PowerPoint presentations accessible ensures everyone can engage with your content. Accessibility improves the clarity and usability of your slides for all viewers.
Use accessible templates and layouts
Start with a slide template that has built-in placeholders for titles, text, and images. These placeholders help screen readers interpret your content in the correct reading order. Avoid manually placing text boxes in random locations.
Use large font sizes
Ensure all text is in a readable font, sized large enough to read easily, and surrounded by sufficient white space. Sans-serif fonts are best. in at least 18-point font
Choose high-contrast colors
Make sure text and background colors have a strong contrast so they are easy to read. Avoid combinations like red/green or blue/purple, which can be difficult for people with color vision deficiencies. Make sure color isn’t the only way of conveying meaning.
Measure color contrast with the WebAIM checker.
Add alt text to images and graphics
Alternative text (alt text) allows screen readers to describe images to visually impaired users. Alt text should be concise but meaningful, explaining the purpose of the image, not just what it shows.
How to add alt text: Right-click the image, choose View Alt Text, then type a description.
Use unique, meaningful slide titles
Slide titles give structure to your presentation. They help screen readers navigate and give everyone a clear reference point. Avoid leaving a title blank, even if you hide it visually.
Provide descriptive link text
Instead of pasting full URLs, use link text that describes where the link goes. For example, use “Download the accessibility guide” instead of “Click here.”
Use the list buttons to create lists.
Don’t manually create list by using an * or other character. Use the list button on the toolbar.
Add captions and transcripts to multimedia
If your presentation includes audio or video, provide captions for spoken words and a transcript if possible.
Check the reading order
Screen readers read slide elements in the order they were added. Use the Selection Pane (Home > Arrange > Selection Pane) to reorder items so the reading flow makes sense.
Use the Accessibility Checker
Before finalizing, run PowerPoint’s built-in Accessibility Checker (Review > Check Accessibility). It will flag issues and offer suggestions.
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