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How to create accessible PowerPoint presentations

Accessible Microsoft PowerPoint presentations ensure that people with visual, hearing, or cognitive disabilities can engage with your content. Follow the steps below to learn how to create an accessible PowerPoint.

Preliminary considerations for PowerPoint accessibility

Accessibility for PowerPoint starts before you open the software. Because PowerPoint is often used for high-stakes presentations or shared as a resource, these preliminary questions help you decide if a slide deck is the right tool and how to prepare for a successful delivery.

  • Does it have to be a PowerPoint?
    • For Meetings: If the goal is a collaborative discussion, a shared Word/Google Doc with clear headings is often more accessible and easier.
    • For Training/Reference: If the deck is intended to be a “handout,” consider a web page.
    • For Data/Charts: If the deck is just a container for complex tables, an accessible Excel sheet is superior, as it allows users to sort and filter data.
  • Source Document Integrity:
    • Avoid “Start from Scratch”: If you are converting a Word document into a PPT, don’t copy-paste text into random boxes. Use the Outline feature in PowerPoint to import the Word hierarchy.
    • Template Verification: Even if you use a prebuilt layout or branded template, check it’s accessibility issues first. If the “Foundation” is broken, every slide you make will be inaccessible.
  • Speaker Notes & Transcripts: If you plan to share the deck after a presentation, your “Speaker Notes” should act as a transcript of your main points and match with your slides. A screen reader user can read the notes to get the “story” that the visual slide might only hint at.
  • Platform Considerations (Desktop vs. Web): Be aware that PowerPoint for the Web (the browser version) has fewer accessibility tools than the Desktop App. For example, advanced Reading Order management and some Alt-Text features are much easier to handle in the full desktop version. Always do your final “Accessibility Check” in the desktop application.
  • Live Presentation Accommodations: If you are presenting this document live (virtually or in person):
    • Live Captions: Microsoft 365 has a built-in “Always use subtitles” feature. Decide beforehand if you will enable this.
    • The “Share Ahead” Policy: For attendees using assistive technology, receiving the deck 24 hours in advance is a standard accessibility accommodation. It allows them to familiarize themselves with the content so they can focus on your speech during the meeting.
  • Export Intent (Save as PDF vs. PPT):聽 If you know the final product must be a PDF, you must commit to using Placeholders only. Any “floating” text box added in PowerPoint will require manual remediation in Adobe Acrobat later. Starting correctly in PPT saves hours of work in the PDF stage.

In addition to the Basic Content Accessibility Guidelines, keep reading for specific guidelines for this document type.

PowerPoint document accessibility guidelines

Guidelines for Microsoft PowerPoint Presentations reflect general content guidelines, but the instructions for applying these recommendations are unique.

In this page:

  1. Use the Accessibility Checker
  2. Use Built-in Layouts & Templates
  3. Set a Logical Reading Order
  4. Use Unique & Descriptive Slide Titles
  5. Legible Text & Typography
  6. Image Alternative Text
  7. Colors & Contrast
  8. Tables & Links
  9. Motion & Media
  10. Metadata & Language

1. Use the Accessibility Checker

Use the built-in to validate that your PowerPoint is accessible. Get real-time feedback to fix errors as they happen rather than facing a “mountain of errors” at the end.

  • View issues by selecting the Accessibility icon button in the status bar (bottom of the window). Alternatively, go to Review > Check Accessibility.
  • Review the “Errors,” “Warnings,” and “Tips” provided in the sidebar to make final adjustments.
  • Address “Missing Alt Text” and “Merged Cells” immediately.

While automated checkers won鈥檛 catch every issue, they are a great tool to have in your tool set and are a good reminder that we should be thinking about accessibility when creating or editing content.

2. Use Built-in Layouts & Templates

The Golden Rule: Always use the standard templates provided by PowerPoint or HCU Marketing. These are premade with the built-in “placeholders” to identify what is a title, an image, or a body of text.

  • Avoid: Inserting manual text boxes, as they often fall out of the reading order. Screen readers often skip these or read them in a random order.
  • Do: Use the Layout button on the Home tab to pick a structure that fits your slide.
  • Do: Use the HCU PowerPoint Templates for Brand Standard layouts.

3. Set a Logical Reading Order

Even if a slide looks correct visually, a screen reader might read the elements in the order they were added to the slide, which can be confusing.

  • Go to Home > Arrange > Selection Pane.
  • The Bottom-to-Top Rule: the pane lists objects from bottom to top. The object at the bottom of the list is read first.
  • The Title: Ensure your “Slide Title” is at the very bottom of the Selection Pane list so it is the first thing announced.
  • The Content: Drag and drop items to ensure the Title is read first, followed by the content in a logical sequence.

4. Use Unique & Descriptive Slide Titles

  • Navigation: This acts as a “Heading” (like an H1),allowing users to navigate with a screen reader to quickly “skim” the presentation and find the section they need.
  • Pagination: If you have multiple slides on one topic, label them “Enrollment Trends (1 of 3),” etc.

5. Legible Text & Typography

  • Minimum Size: While general guides suggest 18pt, for true accessibility and visibility, aim for 24pt+ for body text and 36pt+ for titles.
  • Font Choice: Use Sans Serif fonts (Arial, Calibri, Verdana). They are significantly easier for users with visual impairments or dyslexia to process than “feet-heavy” fonts like Times New Roman.
  • Alignment: Keep text Left-Aligned. Justified text creates irregular spacing (“rivers”) that makes reading difficult.

6. Image Alternative Text

Visuals like images, charts, and icons need a text description for users who cannot see them.

  • Right-click an image and select View Alt Text.
  • Meaningful Descriptions: Write 1鈥�2 brief sentences describing the “why” and “what” of the image. Don’t just describe what the image is; describe why it’s there.
  • Mark Decorative: Use the “Mark as decorative” checkbox for purely aesthetic elements (lines, flourishes) so screen readers don’t waste the user’s time announcing them.
  • If the image is purely for aesthetic (like a decorative line), check the box Mark as decorative.

7. Colors & Contrast

Choose a color for your text and other elements that has a high degree of contrast against the background color.

  • Avoid light text on light backgrounds and dark text on dark backgrounds, and avoid using red and green.
  • Use a standard contrast ratio of at least 4.5:1 for most text.
  • Never use color alone to convey meaning or emphasis (e.g., “the red text is urgent”).
  • Stick to HCU Brand colors.
  • How to check Color Contrast:聽in addition to using Microsoft鈥檚 automated accessibility checker, you can test colors using the聽.
  • Tables: Use a simple grid structure. Avoid nesting tables or merging cells. Ensure the Header Row checkbox is selected in the Table Design tab so the screen reader knows which cells are labels.
  • Links: Avoid “Click here.” Instead, use descriptive display text like “Download the 2026 Budget Report.”

9. Motion & Media

  • Animations: Avoid flashing, strobing, or automatic transitions. These are major triggers for users with vestibular or seizure disorders.
  • Captions: If you have video, provide a .vtt caption file or a full transcript in the “Notes” section.

10. Metadata & Language

  • Metadata: Go to File > Info > Properties > Advanced Properties and set a Title, Author, and Company.
  • Language: Select all sides, then go to Review > Language > Set Proofing Language. The default is English (United States). This ensures the screen reader knows which “voice” to use immediately upon opening.

Learn more about creating accessible content

Guidelines for Documents, Multimedia, Email, Canvas, Charts & Graphs, and Forms.