Creating accessible Microsoft PowerPoint presentations

PowerPoint presentations need to be clear and readable so everyone can follow along whether they use magnification, a screen reader, captions, or simply need uncluttered slides to focus.

Steps to take

1. Use an accessible template
2. Include unique titles on each slide
3. Make text legible
4. Use good colour contrast
5. Add alternative text to visual content
6. Use descriptive hyperlinks
7. Write in plain language
8. Include speaking notes
9. Embedding videos
10. Using accessible tables
11. Set the reading order
12. Run the Accessibility Checker for review

Accessible templates

Accessible templates set up your slide structure correctly from the start. To use one:

1. Go to File > New
2. Search for 'accessible templates'
3. Use the built-in slide layouts rather than manually placing text boxes. These layouts include the correct reading order.

Include a unique title on each slide

Slide titles help people using assistive technology navigate and understand the purpose of each slide. To add or edit a title:

1. Click in the title placeholder at the top of the slide. If you're using a blank slide with no title placeholder, add one
2. Write a short title that describes what the slide is about (for example, Project Timeline)
3. If you don’t want the title visible for design reasons, select the title placeholder and drag it just above the top edge of the slide so it sits off the visible area. This keeps it available to screen readers without showing it to sighted users

Use readable fonts and text sizes

Small or decorative fonts can be difficult to read. To make sure your text is legible:

• Use an 18-point font or larger
• Use a sans serif font like BC Sans, Arial, or Calibri
• Avoid all caps, excessive italics or underlines 

Use accessible colour and contrast

Good colour contrast ensures text is easy to read, including for people with low vision or colour blindness.

• When using a text colour other than black, test the colour contrast by selecting your text and going to 'Format' > 'Shape Format'. Adjust the text or background colour to make it easier to read
• Do not rely on colour alone to convey meaning. For example, do not use only red text to indicate something is mandatory. Always include another visual cue, like an asterisk, to make the meaning clear
• Test your slides using View > Grayscale to see how they might appear to someone with full colour blindness

Add alternative text to visual content

Visual content includes graphics, images, pictures, SmartArt, shapes, groups, charts and embedded objects. Alternative text (alt text) helps people who cannot see the visual content understand its context. If you're not sure what to write, think about how you would describe the image to someone over the phone.

To add alt text:

• Right click on the image
• Select ‘View Alt Text’
• Write a short description of the image (5 to 10 words)

If the image you're using does not convey any additional information and is purely decorative. You may select the ‘Mark as decorative’ check box.

To find all instances of missing alt text in your document run Microsoft's Accessibility Checker.

Watch Microsoft’s video on improving accessibility with alt text (external link).

Use descriptive hyperlinks

If you're including links in your slides, hyperlink key words that describes where the link goes. For example: 

• Do not write: Click here for resources and guides on accessible digital content
• Instead write: Learn how to create accessible digital content

Watch Microsoft’s video on creating accessible links (external link).

Write in plain language

• Write in short, clear sentences
• Avoid jargon where possible
• Keep slides focused on one main idea
• Don't put too much information on one slide. Break up content into multiple slides if needed
• Use the plain language checklist

Include speaking notes

Speaking notes provide extra context for people who rely on screen readers or who may review the slide deck afterward. To add notes:

1. Select the slide
2. At the bottom of the screen, type in the 'Notes' pane

Speaking notes should summarize key points, they don't need to repeat every word on the slide.

Ensure videos have closed captions

If you embed a video use a version with closed captioning. ​This helps users who are deaf, hard of hearing or in a sound-off environment. Captions must be accurate, synchronized and include non-speech audio. Learn how to write closed captions.

Make tables accessible

Tables should only be used for tabular data, not for layout or spacing. Using them correctly ensures screen readers can interpret your content clearly.

Use table headers to identify rows and columns

Header rows help screen readers describe the table content correctly. To add a header row:

1. Click anywhere in your table
2. Go to 'Table Design'
3. Check 'Header Row'

Use a simple table structure

Tables work best when they’re a simple rectangle with no gaps or broken areas. This means every row has the same number of columns, and there are no merged or split cells inside the table. Screen readers move through tables by counting cells. If a table has merged cells, split cells, blank rows or columns, or nested tables, it may lose count and stop reading the table correctly. To make sure your table is simple:

1. Avoid merged or split cells, or mini-tables inside the main table
2. Check for merged cells by clicking anywhere in your table then go to Layout > Merge Cells. If the button is highlighted, fix the merges
3. If you need spacing, place it outside the table. Remove any blank rows or columns
4. Run Microsoft's Accessibility Checker to make sure you didn't miss anything

Alternative text

Unlike images, tables rarely need alternative text (alt text). However, if the table is extremely complex it may need a summary in alt text.

Set the reading order

The reading order determines the order in which screen readers read through slide content. PowerPoint doesn’t always set this correctly, especially if items are moved or added manually. To set the reading order:

1. Go to Home > Arrange > Selection Pane
2. Items at the bottom of the list are read first
3. Drag items to reorder them so the text and images follow a logical top-to-bottom reading order
4. Run the Microsoft's Accessibility Checker to check the reading order

Resources

• Use the Microsoft Office: Accessible PowerPoint Template Sampler (external link)
• Review Microsoft's guide for making your PowerPoint presentations accessible (external link)
• Watch Microsoft's video tutorials to create more accessible PowerPoint presentations (external link)
• Understand Web Aim's techniques for PowerPoint Accessibility (external link)