Creating Accessible PowerPoint Documents

Accessible PowerPoint presentations ensure that all users—including those using screen readers, keyboard navigation, or other assistive technologies—can understand and engage with your content. They also improve clarity, usability, and overall effectiveness for every audience.

Use Built-in Slide Layouts

Always use PowerPoint’s predefined layouts instead of creating custom text boxes.

  • Go to Home → Layout and choose a structured layout
  • Avoid manually placing content on the slide

Why it matters: Built-in layouts maintain a logical reading order that assistive technologies rely on.
 

Use Clear, Structured Slide Titles

Each slide must have a clear, unique title.

  • Use the Title placeholder
  • Keep titles concise and descriptive
  • Ensure every slide has a title (even if visually hidden)

Why it matters: Screen reader users navigate slides by titles.
 

Ensure Proper Reading Order

Content must follow a logical sequence.

  • Go to Home → Arrange → Selection Pane
  • Verify reading order (bottom = first read, top = last read)
  • Adjust as needed

Why it matters: Screen readers read content in this order, not based on visual placement.
 

Add Alternative Text (Alt Text) to Images

All meaningful visuals must include alt text.

  • Right-click image → Edit Alt Text
  • Describe the purpose or key takeaway
  • Mark decorative images as decorative

Example: “Bar chart showing a 20% increase in service usage over three months”
 

Use Descriptive Link Text

Avoid vague links like “click here.”

  • Use text that clearly describes the destination

Example: Visit the NCDIT Digital Accessibility website. 
 

Ensure Sufficient Color Contrast

  • Use high contrast between text and background
  • Avoid light text on light backgrounds
  • Do not rely on color alone to convey meaning

Example: Instead of “items in red are overdue,” use “overdue items are marked in red with an asterisk.”
 

Use Accessible Lists

  • Use built-in bullets or numbering
  • Keep lists consistent and concise

Why it matters: Assistive technologies recognize properly formatted lists.
 

Use Simple, Accessible Tables

  • Use tables only for data (not layout)
  • Include header rows
  • Avoid merged or split cells
  • Keep structure simple
     

Use Animations Accessibly

Animations should enhance—not hinder—understanding.

  • Keep Animations Simple
    • Use Appear or Fade
    • Avoid complex effects like Bounce, Spin, or Zoom
  • Avoid Automatic Timing
    • Set animations to On Click
    • Avoid automatic or timed transitions
  • Maintain Logical Order
    • Ensure animation sequence matches reading order
  • Avoid Excessive Motion
    • Do not use flashing, spinning, or fast-moving effects
    • Avoid motion that could trigger dizziness or discomfort
  • Don’t Rely on Animation for Meaning
    • Ensure all important content is understandable without animation
  • Use Sequential Builds Carefully
    • Bullet-by-bullet reveals are okay if simple and user-controlled
    • Ensure screen reader users still receive complete information
  • Keep Content Available
    • Do not make important content disappear too quickly
  • Avoid Flashing Content
    • Do not include flashing more than 3 times per second

Rule of thumb: If removing animation makes the slide unclear, the animation is doing too much work.
 

Provide Captions and Transcripts for Media

  • Add closed captions to videos
  • Provide transcripts for audio content
  • Ensure controls are accessible
     

Test with Keyboard Navigation

  • Ensure all functionality works with keyboard only
  • Use Tab, Enter, and arrow keys to navigate
     

Use the Accessibility Checker

  • Go to Review → Check Accessibility
  • Fix identified issues

Note: Automated tools do not catch everything—manual review is still required.
 

Share Accessible Versions

  • Share the original PowerPoint file when possible
  • When exporting to PDF, ensure accessibility tags are included
  • Ensure content makes sense without animations

Final Thoughts

Accessible presentations are not just about compliance—they are about effective communication. By using proper structure, clear content, and thoughtful design, you ensure your message is available to everyone. Accessibility should be built into your presentation from the beginning—not added at the end.

For additional guidance and best practices, you can visit Microsoft PPT’s official accessibility support page.

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